Every status explained
One page, every status in the system, what it means and how a record gets there.
Statuses are how the school records what happened without deleting anything.
Academic year
| Status |
Meaning |
Reached by |
| Draft |
Being prepared. Not the running year. |
On creation |
| Active |
The school's running year. Exactly one per school. |
Activate |
| Closed |
Finished and settled. Its records are history. |
Close Year |
Closing completes the year's active enrollments and cancels undecided leave
requests. Reopening is refused while another year is running, or once invoices
have been posted into the year.
Student
| Status |
Meaning |
Reached by |
| Active |
At the school |
Set Active |
| On Medical Leave |
Away, expected back |
Medical Leave |
| On Vacation |
Away, expected back |
On Vacation |
| Inactive |
No longer attending |
Set Inactive |
| Transferred |
Left for another school |
Mark Transferred |
Enrollment
| Status |
Meaning |
Reached by |
| Draft |
The child has a place; nothing committed |
On creation |
| Active |
Enrolled and attending |
Confirm Enrollment |
| Completed |
The year finished normally |
Complete, or the year closing |
| Withdrawn |
The family left during the year |
Withdraw |
| Transferred Out |
Moved to another school during the year |
Transfer Out |
Withdrawn and transferred-out enrollments are never turned into Completed, not
even by the year's close.
Document (any population)
| Status |
Meaning |
Reached by |
| Required |
The school has asked for it |
The requirement rules |
| Uploaded |
Produced, not yet checked |
Mark Uploaded — refused with nothing attached |
| Verified |
Checked and accepted, with who and when |
Verify — refused if not uploaded |
Send Back returns a row to Required.
Application
| Status |
Meaning |
Reached by |
| Draft (Online) |
A family has started the online form and has not submitted it. It is theirs to edit or abandon, and it is not in the pipeline. |
A family starting an application at Apply Online |
| Applied |
Received |
On creation, or when a family submits an online draft |
| Under Review |
Being worked on |
Start Review |
| Interview Scheduled |
Booked into a slot |
Schedule Interview |
| Interview Completed |
Held, with the result recorded |
Interview Done |
| Accepted |
A place is offered |
Accept, or automatically from the waitlist |
| Waitlisted |
No place today; queued by the date of waitlisting |
Waitlist |
| Fee Quotation |
A priced quotation has gone to the family |
Send Fee Quotation |
| Enrolled |
Converted into a student and an enrollment |
Enroll Student |
| Rejected |
No place offered |
Reject |
| Cancelled |
Withdrawn or abandoned |
Cancel, from any stage before enrolment |
Interview slot
| Status |
Meaning |
Reached by |
| Open |
Accepting bookings |
On creation |
| Closed |
Full, or closed by hand |
Close for Booking |
| Cancelled |
Not happening. Its bookings are released. |
Cancel Slot |
Reopen puts a closed slot back into use.
Fee structure
| Status |
Meaning |
Reached by |
| Draft |
Being priced. Cannot be billed from. |
On creation |
| Published |
Final. Accounts are priced from it. |
Publish |
| Closed |
Superseded |
Close |
Student fee account
| Status |
Meaning |
Reached by |
| Draft |
Being prepared. Nothing billed. |
Raised when an enrollment is confirmed |
| Open |
Live. Invoiced, or ready to be. |
Open Account |
| Paid |
Settled in full |
Automatically when the balance reaches zero |
| Closed |
Finished with |
Close |
Paid returns to Open if a credit note or reversed payment leaves money owed.
Scholarship / discount
| Status |
Meaning |
Reached by |
| Draft |
Proposed |
On creation |
| Approved |
Granted, with who approved it |
Approve |
| Applied |
Written onto the fee account |
Apply to Fee Account |
| Cancelled |
Withdrawn |
Cancel |
Fee quotation
| Status |
Meaning |
Reached by |
| Draft |
Being priced |
On creation |
| Sent |
Put to the family |
Send to Parent |
| Accepted |
The family committed |
Accepted |
| Declined |
The family did not |
Declined |
| Expired |
Validity date passed while still unanswered |
Automatically, overnight |
| Status |
Meaning |
Reached by |
| Draft |
The reviewer is writing it |
On creation |
| Submitted |
Shown to the employee |
Submit to Employee |
| Acknowledged |
The employee has seen it and commented |
Acknowledge |
Leave request
| Status |
Meaning |
Reached by |
| Draft |
Being written |
On creation |
| Submitted |
Waiting for a decision |
Submit |
| Approved |
Granted — the register has been marked |
Approve |
| Rejected |
Refused |
Reject |
| Cancelled |
Withdrawn, or cancelled by the year's close. Rows it wrote are taken back. |
Cancel |
Parent request
A request with an approval chain goes to Approved or Rejected. One
without goes through In Progress to Resolved.
| Status |
Meaning |
Reached by |
| Draft |
Being written |
On creation |
| Submitted |
Sent to its handler, and to the first approval step if it has one |
Submit |
| In Progress |
A handler has taken it |
Start |
| Approved |
Every approval step said yes. An early pickup has marked the register. |
Approve on the last step |
| Rejected |
Refused at a step, or declined by the handler, with the reason |
Reject · Decline |
| Resolved |
Answered, with the resolution the parent is told |
Resolve |
| Cancelled |
Withdrawn. An early pickup's register marks are put back. |
Cancel |
Escalated is not a status: it is a flag, shown as a ribbon, on a request
still open past its response time.
Weekly plan
| Status |
Meaning |
Reached by |
| Draft |
Being written. Each subject is Being Written or Ready. |
On creation · Return for Changes · Withdraw |
| Submitted |
Every subject is ready; waiting for a reviewer. Nothing on it can be changed. |
Submit |
| Approved |
Approved, not yet shown to parents. A school without review reaches it straight from Draft. |
Approve · Mark Final |
| Published |
Families of the plan's classes can read it |
Publish to Parents |
Exit card
| Status |
Meaning |
Reached by |
| Active |
The gate honours it |
Issue Exit Card · Lift Suspension · Reissue (the new card) |
| Suspended |
Refused at the gate for now |
Suspend |
| Reported Lost |
Refused at the gate, for good. If it is shown, the gate says so. |
Report Lost |
| Revoked |
Refused at the gate, for good |
Revoke · Reissue (the old card) |
Each scan at the gate ends as Released or Refused. That is a record of
what happened, not a status that changes.
| Status |
Meaning |
Reached by |
| Draft |
Being built. Only schedulers see it. Clashes are marked but do not stop it being saved. |
On creation · New Version · Copy to a Year · Reset to Draft |
| Published |
The timetable in force. Every member of staff can read it; its lessons cannot be changed. |
Publish |
| Replaced |
A newer version has taken over. Kept, with the last day it ran. |
Publishing the new version |
Online class
| Status |
Meaning |
Reached by |
| Draft |
Being prepared. Only its teacher and the coordinator see it. |
On creation · Schedule from the Timetable · Reset to Draft |
| Scheduled |
Parents see it, and can join from a few minutes before it starts until it ends |
Schedule |
| Done |
Held. Its class, subject, teacher and time can no longer be changed. |
Mark Done · on its own, within the hour after it ends |
| Cancelled |
Not held. Parents no longer see it. |
Cancel Class |
Open to join is not a status: it is the time of day, read against the
class's start and length.
Attendance
Attendance has no lifecycle — each row simply records what happened:
| Status |
Meaning |
| Present |
In school |
| Absent |
Not in school, not explained |
| Late |
Arrived late, with the minutes |
| Excused |
An absence the school accepted after the fact |
| On Leave |
An absence approved in advance, through a leave request |
| Early Departure |
Left before the end, with the time |
Transport allocation
| Status |
Meaning |
Reached by |
| Draft |
A plan. Capacity is not yet checked. |
On creation |
| Active |
The child rides. One active allocation per child per year. |
Activate |
| Ended |
The child has stopped riding |
End Allocation |
| Cancelled |
Should never have been made |
Cancel |
Trip
| Status |
Meaning |
Reached by |
| Planned |
Due today or tomorrow, not started |
Planned by the system · Plan Today's Trips · Plan Again |
| On the Road |
The bus is out. Parents can follow it. |
Start Trip, or reaching the first stop |
| Completed |
The run is over |
The last stop · End Trip · closed by the system overnight |
| Cancelled |
The run did not happen |
Cancel |
Stop on a trip
| Status |
Meaning |
Reached by |
| Not Yet |
The bus has not reached it |
On planning |
| Reached |
The bus stopped there, at the time recorded |
Arrived · the phone's position · Reached in the office |
| Passed |
The bus went on without stopping, or nobody was there |
Nobody here - pass · a later stop reached first · Passed in the office |
Previous-school transfer certificate
On an application's previous-school entry:
| Status |
Meaning |
| Not Requested |
The school has not asked for it yet |
| Requested |
Asked for, not received |
| Received |
In hand |
| Not Applicable |
No previous school, or none that issues one |