Processing registrations (creating accounts)

What someone fills in on the registration form of your public organization page arrives as a registration in Registration Management. A registration is not an account yet. You process it by turning it into an account. There is no approve or reject: a registration is Unprocessed or Processed, and what you don't want to process, you delete or archive.

Where to find it

Sidebar → Data & Content → Registrations. The page is called Registration Management.

Who can do this

• Permission View reports (view_reports). Whoever has that permission also gets the notification about a new registration.
• The menu item only appears when the Registrations module is on for your organization. You don't switch it on yourself: it comes with your plan or Aqlemy switches it on.
• Teachers have no access.

What you see

• Key figures: Total Registrations, This Week, Unprocessed, Processed, and when there are any Existing Parents and Existing students.
• By default you only see unprocessed registrations. Show All Registrations includes processed ones; Show Unprocessed Registrations switches back.
• Search, Filter by age (min/max) and Filter by gender. There is no filter on class or status.
• Table View or Card View. A registration from today gets the label New Today.

Step by step: processing a registration

1. Open the registration with View details or Quick Preview and check the details. Correct them if needed with Edit.
2. Look at the button. If Aqlemy already recognises the parent (by email, then phone, then name), it reads Add to Existing and you see the name of the existing account. For a known independent student it reads Add to existing student. Otherwise it reads Create Account.
3. Click the button, tick the students you want to process and choose a class for each student (Select classes).
4. Confirm. If a chosen class is at or above its target or almost full, you first see an occupancy warning; you can still continue.
5. The Login details window shows the username and password of the primary account, a second parent if any, and the student accounts. These details are shown only once.
6. The parent (or independent student) automatically receives a welcome email with the login details; when added to an existing account, an email that the student was added. If sending fails, you see a message.

A parent registration creates (or reuses) one parent account plus a student account per ticked child. If the registration contains a second parent with an email or phone, that parent gets their own account and their own welcome email. An independent-student registration creates a student account. If you tick only some of the children, the registration stays unprocessed for the rest.

Step by step: contact, notes and export

• Send email: per registration (the button labelled "Also send via email") with subject, text and attachments up to 5 MB. The email goes to the mother's and father's address.
• Email History: sent emails and replies, with a counter for unread replies. You can reply from here.
• View Notes: internal notes by administrators.
• Select several registrations for Send Email to Selected, Delete or Clear Selection.
• Export to Excel for an overview, or Export for Bulk Import for a file you load in Data Management with Import.

Step by step: deleting and the Trash

1. Click Delete and choose Archive, Soft delete or Permanent deletion.
2. Archived and soft-deleted registrations are under Trash (list "Deleted & archived registrations", with who deleted when and why).
3. Click Restore to bring one back. Back to overview takes you back.

A permanently deleted registration cannot be restored; it only remains in the log at the bottom of the Trash.

I can't see it / it doesn't work

• I don't see Registrations in the sidebar. The module is not on or you lack View reports.
• Create Account and Edit are greyed out. The registration is already processed, deleted or archived.
• I can't confirm. Tick at least one student and choose a class for each ticked student.
• No registrations come in. Check whether With parent or Independent student is on; see the article "Setting up the public registration form". If the chosen class is closed for enrolment, the form refuses the submission.

Frequently asked questions

How do I approve or reject a registration? You can't. Creating the account is the processing; what you don't process, you archive or delete. Aqlemy sends no rejection message.

Can I process several registrations at once? No, accounts are created one registration at a time.

Can I see the login details again later? No. Reset the password via Organization Management → Users, or send login details from Data Management.

Does the parent get a confirmation when registering? Yes, a receipt confirmation. You adjust the text under Configure form → Emails.

Can I undo a processed registration? No. Adjust the accounts in Data Management or Users.