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There are two separate things here, and confusing them is the single most expensive mistake a school can make in EduControl:
  • The pupil record — who they are. Created once, at admission.
  • The term enrolment — which class they are in, this term. Created every term.
Billing reads the enrolment, not the pupil record. A pupil with no enrolment for the current term is not billed, no matter how complete their profile is. This is the first thing to check when a family says they never received a bill.
Enrolments work this way so that last term’s invoices stay correct forever. If billing read the pupil’s current class, promoting a pupil in September would silently rewrite what they were charged in June.

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Admitting a pupil

1

Create the pupil record

Name, date of birth, sex, and their admission number. The admission number is issued from your school’s sequence — see School profile.
2

Attach at least one guardian

And mark exactly one of them the fee payer. See Guardians.
3

Enrol them into a class for the current term

This is the step that makes them billable.
4

Set their fee category, if they have one

The category sits on the enrolment. Leave it empty for a pupil paying full fees. See Discounts.
5

Set a feeding plan, if they eat

Also per term. See Feeding plans.

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One enrolment per pupil per term

A pupil is in one class in a given term. The system enforces it — you cannot enrol the same pupil into two classes in the same term. To move a pupil between classes mid-term, change their existing enrolment rather than adding a second one.
Moving a pupil to a class with different fees after they have been billed does not change the invoice already issued. Correct the difference with a credit note, or void and re-bill.

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The lifecycle

The usual path is Applicant → Active → Withdrawn or Graduated, with Suspended as a temporary state a pupil returns from. Pupils are never deleted. A withdrawn pupil keeps their invoices, payments, registers and report cards, which is what lets you answer a question about them two years later — and what lets you readmit them without rebuilding their record.

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Who can do this

The edit_students permission. Viewing needs view_students.