Managing Enrolments
The Enrolments page is where you manage which children are enrolled in which programs. From here you can enrol children, track active and completed enrolments, and manage status changes.
How to Access
Navigate to Enrolments in the sidebar.
Page Layout
Program Filter
Use the program dropdown at the top to filter enrolments by a specific program, or select All Programs to see everything.
Status Tabs
- Active — currently enrolled and attending
- Completed — enrolments that have ended (end date passed or manually completed)
- Cancelled — enrolments that were withdrawn
- Not Enrolled — children at your center who are not enrolled in any program (shows a count badge)
- Applications — submitted applications waiting for review. This tab only appears when the application pipeline is turned on, and shows a count of applications still pending.
Stats Cards
Summary cards appear at the top of the Active tab:
- Active Now — children currently enrolled and attending
- Enrolled — enrolments with a future start date (only shown when there are upcoming enrolments)
- Total Enrolled — all current enrolments
- Not Enrolled — children without any enrolment (only shown when there are unenrolled children)
Enrolment Table
Each row shows:
- Child — name, age, and avatar
- Program — which program the child is enrolled in
- Classroom — assigned classroom
- Start Date — when the enrolment began
- Status — Active, Enrolled, Completed, or Withdrawn
- Actions (...) — manage the enrolment
Enrolling a Child
You can enrol a child from two places:
From the Enrolments page
Click the + button in the top-right corner to open the enrolment form. Search for and select a child, choose a program and classroom, set the start date, and confirm.
From a child's profile
On a child's profile, click the Enroll button in the Enrolments section. This pre-fills the child and lets you choose the program.
From a program's detail page
On a program's detail page, click the Enroll button in the availability sidebar. This pre-fills the program.
When filling out the form, you can also set an optional end date and, if an end date is set, choose to archive the child automatically when the enrolment ends (see Auto-Complete and Auto-Archive).
Enrolment Statuses
| Status | Meaning |
|---|---|
| Enrolled | The child is enrolled but the enrolment hasn't started yet (future start date) |
| Active | The child is currently attending the program |
| Completed | The enrolment period has ended |
| Withdrawn | The enrolment was cancelled (shown as "Withdrawn" on status badges) |
Managing an Enrolment
Click the ... menu on any enrolment row for quick actions:
- View — open the full enrolment detail page
- Edit — change the start/end date, fees, or classroom
- Move to Room — transfer the child to a different classroom within the same program
- Switch Programs — move the enrolment to a different program entirely
- Withdraw — cancel the enrolment
The Edit, Move to Room, Switch Programs, and Withdraw actions are only available on active enrolments. Completed and withdrawn enrolments show only the View action in this menu.
A child can hold only one active enrolment per program at a time. Switching rooms or programs always updates that existing enrolment. You can't give a child a second, overlapping enrolment in the same program to line up a future room in advance.
Click the row to open the enrolment detail page, which shows full enrolment information, a timeline of changes made to the enrolment, and additional actions:
- Complete Enrollment — mark the enrolment as finished (irreversible)
- Re-enroll — reactivate a previously withdrawn enrolment
Bulk Actions
Select multiple records using the checkboxes on the left, then use the bulk action bar at the bottom of the screen. The available actions depend on which tab you're on:
- On the Active, Completed, or Cancelled tabs, you can Move to Room (move all selected children to a different classroom) or Withdraw all selected enrolments.
- On the Not Enrolled tab, you can Enroll all selected children in a program at once.
The bulk action bar also lets you Select All on the current page or Clear your selection.
Reviewing Applications
Some centers collect enrolment applications and review them before a child is officially enrolled, rather than enrolling children directly. When this is turned on, an Applications tab appears on the Enrolments page with a count of applications waiting for review.
The Applications tab has its own filters — Pending, Approved, Declined, and Withdrawn — so you can focus on the applications that still need a decision. Each row shows the child, the preferred program, when it was submitted, where it came from (the source), and its status.
Reviewing and deciding
Click an application to open its full details: the preferred program, desired start date, guardian contacts, and an internal Notes thread where reviewers can leave comments for each other. Notes are for your team only and don't change the application's status.
From an application — either the ... menu on its row or the detail view — you can:
- Approve — creates the child and an active enrolment. If document auto-send is turned on, the child's documents are sent to their guardians at the same time.
- Decline — turn down the application. You'll be asked for a reason.
- Withdraw — discard the application so it no longer appears in the review queue.
- Edit — update the application's details before you decide (see below).
Approving and withdrawing ask you to confirm first, since they can't be undone.
Editing an application before approval
Use Edit to fix or complete an application while it's still pending — for example, to correct a guardian's email address or add a missing date of birth. You can change the program, the child's name and date of birth, the guardian contacts, and the desired start date.
A child's date of birth is required before you can approve a new-child application. You can save the application without it, but approval stays blocked until it's filled in. If you try to approve without a date of birth, KidzLog asks you to edit the application and add it first.
Auto-Complete and Auto-Archive
KidzLog can wrap up enrolments for you when they reach their end date.
Auto-complete on end date
When auto-complete on end date is turned on for your center, any enrolment that passes its end date is automatically marked Completed — you don't have to complete it by hand. Turn this on under Settings → Enrollment.
Archive the child when the enrolment ends
When you set an end date on an enrolment, you can also tick Archive child when this enrollment ends. With this option selected, the child is archived once the enrolment ends, unless they still have another enrolment scheduled. This is handy for children who are leaving your center for good.
Frequently Asked Questions
The enrolment status changes to Withdrawn. The child remains in the system but is no longer counted toward the program's capacity. Any active attendance records are unaffected.
Yes. Use the Re-enroll action on a withdrawn enrolment to reactivate it, or create a new enrolment for the child in the same or a different program.
Yes. Only enrolled children appear on the Attendance page for their program. If a child is not enrolled in any program, they won't appear in attendance tracking. A child whose enrolment has a future start date shows as Enrolled but won't appear on attendance, roll call, or staff-to-child ratios until their start date arrives.
No. Moves apply immediately, so make the change on the day it should take effect. Setting a future start date on the child's current enrolment is not a workaround: a future-dated enrolment drops the child from that room's attendance, roll call, and ratio counts until the start date, so it doesn't hold their place in the current room.
Approving an application creates the child's profile and an active enrolment in one step. If your center uses document auto-send, the child's documents are sent to their guardians at the same time. Approving can't be undone, so you're asked to confirm first. If the application is missing the child's date of birth, edit it to add the date before approving.