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Re-enrolment QuickStart Guide

The OpenApply Team
The OpenApply Team
  • Updated

Re-Enrolment QuickStart Guide

A complete guide to prepare, launch, and manage re-enrolment in OpenApply.

The Re-Enrolment process ensures returning students are automatically prompted to confirm their place for the upcoming academic year. This QuickStart Guide summarises key steps, system configuration, and tracking, helping you manage the process efficiently.

1. Overview Presentation

Review the full workflow and configuration using the embedded Google Slides presentation:

2. QuickStart Video Walkthrough

Prefer a guided overview? Watch this 10-minute walkthrough of the re-enrolment process.

If the video does not load, please open it in a new tab.

3. Key Steps

4. Helpful Resources

Video Resources

Watch short walkthroughs covering preparation, reporting, and the complete re-enrolment process.

Preparing for Re-Enrolment

View related help article

Filtering and Exporting Re-Enrolled Students

View related help article

Handling Re-Enrolment Webinar

View related help article

5. FAQs

Can re-enrolment emails be customised?
Yes. Configure at Settings > Admissions > Status & Notification. Emails are sent via the Re-Enrolment Dashboard.

Can the re-enrolment form be used as the enrolment contract?
Yes. Customise at Settings > Forms or provide your contract to OpenApply support.

Does the decline form appear automatically?
Yes, once forms are enabled at Settings > Forms.

How do I exclude specific families?
Mark students as Declined before sending notifications.

Families cannot access re-enrolment
Cause: The re-enrolment deadline has passed.
Fix: Extend the deadline at Settings > Admissions > Re-Enrolment, then resend the notification.

A student is missing from the re-enrolment list
Cause: The student does not meet eligibility conditions.
Check:

  • Status is Enrolled
  • Student is not in the top grade
  • Student is not enrolled as a new student for next year
  • Student is assigned to the correct current grade

Fix: Correct the record and refresh the dashboard.

Parents did not receive the re-enrolment email
Cause: Missing or incorrect parent email address, or notification not sent.

  • Verify the parent email on the student profile
  • Resend the notification from the Re-Enrolment dashboard
  • Ask the family to check their spam folder

Parents cannot confirm re-enrolment
Cause: Required re-enrolment form is not enabled.
Fix: Enable the Re-Enrolment Form at Settings > Forms.

Parents confirm but no payment is recorded
Cause: Offline payment selected or payment configuration allows submission without immediate payment.

  • Review payment settings and enabled payment methods
  • If payment must be completed online, enable electronic methods only

Incorrect next-year grade appears
Cause: Student grade was incorrect before re-enrolment or grade not adjusted manually.
Fix: Update the re-enrolment grade from the Re-Enrolment dashboard before transitioning years.

Re-enrolment numbers do not match expectations
Cause: Decisions not saved, filters applied, or transitioning performed early.

  • Confirm changes were saved
  • Clear dashboard filters
  • Review enrolment analytics for the selected academic year

Families received notifications who should not return
Cause: Students were not marked Declined before sending notifications.
Fix: Mark the student Declined and confirm changes before sending invitations.

Transitioning created unexpected results
Cause: Transitioning Years was run before all re-enrolment decisions were finalised.
Fix: Record all decisions first, then run transitioning in bulk.

In Summary

  • Enable & Configure: Set up re-enrolment and deadlines.
  • Notifications: Launch emails and monitor responses.
  • Track & Export: Use dashboard for monitoring and reporting.

Use this guide to manage re-enrolment efficiently, ensuring a smooth process for parents and students.

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