Why the system stopped you

The system refuses some things. Every refusal is deliberate, every one names what went wrong, and none of them can be worked around by using a different screen — the rules sit on the records themselves, not in the forms.

This page lists what the school will be stopped from doing, why, and what to do instead.

Enrolment and placement

The system says	Why	What to do
This child cannot be enrolled until these documents are uploaded and verified	The school undertook not to admit a child whose required papers are unverified. Verified, not merely uploaded.	Collect and verify the named documents, or change the rule if the school no longer requires it
Section 4A is full for 2026–27: 30 of 30 seats are taken	Nobody holds four hundred class sizes in their head	Raise the section's capacity, or place the child in another section
This section does not take students of this gender	A safeguarding control in a gender-segregated school. It is checked at enrolment, at promotion and in bulk reallocation.	Place the child in a section of their own gender
No academic year is active for this school	There is nothing to enrol the child into	Activate the year
This child is already enrolled in 2026–27	One enrollment per child per year	Open the existing enrollment
Only an active enrollment can be withdrawn / completed / transferred out	A draft enrollment was never live; there is nothing to end	Confirm it first, or delete the draft

Applications and interviews

The system says	Why	What to do
Interview slot is full	A slot has a capacity, and a parent turned away at the door cannot be corrected afterwards	Use another slot, or raise the capacity
Interview slot is not open for booking	The slot is closed or cancelled	Reopen it, or use another
Interview slot is reserved for other grades	The morning is for a different year group	Use a slot for this child's grade
Choose an interview slot before scheduling it	Nothing to schedule into	Pick a slot
Record the interview result before completing it	A completed interview with no result is a stage nobody can act on	Write the result
This application has to be accepted before it can be enrolled	The pipeline is a sequence	Accept it first
This application has already been converted into a student	Converting twice would create a second file for one child	Work on the student and their enrollment
An overlapping interview slot is refused	One interviewer cannot be in two places	Move one of the slots. Slots that merely touch are fine.

The academic year

The system says	Why	What to do
Another year is already the active year for this school	Two years offering themselves for enrolment is how a child gets registered into the wrong one	Close the current year first
Only an active academic year can be closed
Another year is currently running. Close it before reopening this one	Same reason	Close the running year
Invoices have been posted into this year	Reopening would put the school's books back into a period it has already reported on	Do not reopen. Correct what needs correcting in the current year.

Fees

The system says	Why	What to do
This account is no longer a draft. Reset it to draft before re-applying a fee structure	An opened account has been shown to a family; rebuilding it underneath them would change what they were told	Reset it, if no invoices exist
No published fee structure exists for this grade in this year	An account cannot be priced from a draft price list	Publish the structure
This account charges nothing. Apply a fee structure before opening it		Apply the structure
This account has nobody to address	An invoice needs a payer	Flag a guardian as payer on the child
This account has to be open before it can be invoiced		Open it
This account already has invoices. Cancel them before raising new ones	Two sets of invoices for one year is double billing	Cancel the existing ones, or work on them
This account has invoices raised against it (on Reset to Draft)		Cancel them first
This award has not been approved yet		Approve it
This child has no fee account for this year yet	An award needs somewhere to land	Confirm the enrollment, which raises the account
Invoicing is refused where a nationality policy promises tax relief that is not set up	The system will not bill a child it cannot bill correctly	Complete the tax setup behind the policy
This voucher number has already been used at this school	A receipt number identifies one payment	Use the next voucher

Attendance and leave

The system says	Why	What to do
The date is refused as a non-school day	A register row on a closed day lowers a child's percentage for a day nobody was expected	Check the school week and holidays on the academic year
This grade is marked period by period. Choose the period		Choose it
This grade is marked once a day. Leave the period empty		Clear it
There is nobody to mark	The class has no active enrollments for that year	Check the class and the year
Minutes late on a row that is not Late	A late-coming report counting rows and one summing minutes would disagree	Set the status to Late, or clear the minutes
Only a submitted request can be approved / rejected		Submit it first
A closed year's register cannot be deleted	It is the school's record of that year	Nothing. This one is absolute.
One child cannot be marked twice for the same day (or the same period)	Two rows for one day is two different answers to one question	Correct the existing row — reopening the register screen shows it

Exit cards and the gate

The system says	Why	What to do
This person already holds an exit card. Reissue it instead	One person carries one card	Open their card and press Reissue
The exit card cannot be printed until these are in place	A card without the holder's photograph is a card anyone can use	Add the photograph, the ID number or a child on the card holder, or lift the suspension
… is a guardian of …, who is not one of the children … collects	The guardian record decides whether that child may go	Add the child to the card holder, or remove the guardian record
Card … was revoked	A revoked card is not replaced by accident	Press Issue Exit Card on the card holder if the school has changed its mind
Do not release. This card is reported lost / suspended / revoked		Do not release. Log Refusal, and call the office
This is not an exit card of this school	The code is not one the school issued	Do not release
… cannot be released: Holder no longer authorised for this child	The school withdrew that guardian's pickup authorisation	Do not release that child. The others on the card may go
… cannot be released: Child is not currently enrolled	The child has left, or is not enrolled this year	Do not release. Call the office
… cannot be released: Before dismissal, with no approved early pickup	The school refuses early collection without an approved request	The parent raises an early pickup request, or the office decides
Already released today	A child leaves once	Nothing
Say why … is refused	A refusal with no reason tells the office nothing	Choose a reason

Timetable

The system says	Why	What to do
This class already has a lesson in that period on that day	A class is in one place at a time	Open the lesson already there and change it
… is not assigned to teach … to … in …	The timetable, the weekly plan and the marks must name the same teacher	Add the teaching assignment under Staff, then choose the teacher
… is a break. A break carries no lesson		Choose a teaching period
… is not a working day in …		Choose a school day, or correct the year's working days
… is not taught in …	The subject's grades do not include this class's grade	Correct the grade list on the subject
The timetable cannot be published while it clashes with another published timetable	A teacher or a room would be in two places	Change one of the lessons it names. To swap between two classes, publish both together from the list
It puts these teachers over their weekly limit		Move lessons to another teacher, or raise the limit on the school or the teacher
… is not a draft, so its lessons cannot be changed	A published timetable is the record of who taught the class	Press New Version and change the draft
This class already has a draft timetable for this academic year	Two drafts would be two different plans for one class	Open the existing draft
… has to take effect after the version it replaces		Set a later Effective From on the new version

Online classes

The system says	Why	What to do
… is not assigned to teach … to … in …	An online class, the timetable and the weekly plan must name the same teacher	Add the teaching assignment under Staff
… has more than one teacher for …	The system cannot choose between them	Choose the teacher on the class
Nobody is assigned to teach … to …		Add the teaching assignment under Staff first
… is held on a meeting link, and has none yet	Parents would press Join and go nowhere	Paste the link, or hold the class on the Odoo video call
… already has an online class then	A teacher, or a class, is in one online class at a time	Move one of the two, or cancel it
This class already has an online class for this subject at that time	It would be the same class twice	Open the one already there
… has to be a full web address starting with https://	Parents are sent to this address	Copy the link again from the meeting service
… has to be held inside …	A class belongs to an academic year	Correct the date, or the year
A class that is done or cancelled is a record of what happened		Schedule a new class instead
Only a draft online class can be deleted	Parents have been told about the others	Cancel Class, with the reason
There is nothing to schedule	No lesson of a published timetable falls on a school day in the range, or all of them are online classes already	Check the dates, and that the timetable is published

Weekly plans

The system says	Why	What to do
… is still waiting for: Mathematics, Arabic	A plan goes out whole or not at all	Ask those teachers to mark their subject ready, or write it yourself as coordinator
… has no classwork on any day yet	A subject marked ready with nothing in it is a gap parents would see	Write at least one day, or put "-" on a day with nothing planned
… already plans this week for …	Two plans for one class and week would tell a family two things	Open the existing plan. To split a shared plan, remove the section from it first
… is Submitted and can no longer be changed	What the reviewer approves is what parents read	Ask a reviewer to Return for Changes, or Withdraw a published plan
Write the reason first	The coordinator and teachers need to know what to change	Fill in Reason on the plan, then press the button again
… is written by …. Only they, the plan's coordinator or a reviewer can change it	Each teacher answers for their own subject	Ask that teacher, or the coordinator
The week starting … has no school days in …		Choose a week inside the academic year
… is not teaching staff		Choose a teacher

Transport

The system says	Why	What to do
The academic year is closed, so no bus seat can be allocated		Allocate in the open year
Route 3 is full: 45 of 45 seats are taken		Add a bus, raise the route capacity, or use another route
This stop already collects its limit of children	A stop limit is a safety limit	Use a nearby stop, or raise the limit
Only an active allocation can be ended
End or cancel this allocation before resetting it to draft	An active allocation means a child is on a bus	End it, then reset
A second active allocation for the same child	One child, one bus seat, one year	End the first one; both rows are kept
Bus … is still on the road on another trip. End that trip first.	A bus is on one trip at a time	End the other trip, then start this one
… has already ended. Start today's trip instead.	An earlier day's trip cannot be restarted	Open today's trip
A completed trip cannot be cancelled	It ran
Only a cancelled trip can be planned again
Enter …'s mobile number first: it is their login	The crew login is the mobile number	Fill in Mobile, then press Give Crew Screen Login
The login … belongs to an internal user	A crew login opens the crew screen only, never the back office	Use a different mobile number for the crew member

Staff

The system says	Why	What to do
A reviewer cannot review themselves	A review signed by its own subject is worse than no review, because it looks like one	Name the actual reviewer
A subject cannot be assigned to a grade that does not study it	Otherwise it turns up as a timetable nobody can explain, or a report card row with no marks	Correct the grade list on the subject, or the assignment

Documents

The system says	Why	What to do
Attach the file before marking this document as uploaded	An uploaded document with no file is a row that reads as done	Attach the scan
This document has not been uploaded yet and cannot be verified		Upload it first

One thing worth understanding about all of these

Every rule on this page lives on the record, not on the screen that happens to be in front of you. Enrolment, conversion from an application, a promotion and a data import all pass through the same checks. A rule implemented once in each of four screens is a rule with three holes in it.