Getting started
Admissions troubleshooting
Application pipeline, offers, enrollment, documents, and public apply/track issues.
This getting started guide covers school software onboarding for K-12 day schools. Whether you are evaluating cloud school management software or configuring Schoolyi after go-live, you will find practical steps for school ERP go live checklist, migrate from Excel to school ERP - written for administrators and staff, not developers.
Last updated August 27, 2026
| Symptom | Check | Fix |
|---|---|---|
| Cannot enroll accepted applicant | Offer and documents | Offer status must be ACCEPTED; verify documents on application detail; confirm class has seats. |
| Applicant cannot track application | Registration number and DOB | Share /admissions/track; applicant enters registration number and date of birth exactly as on form. |
| Welcome email not sent after enrollment | SMTP and parent user | Test SMTP; confirm parent portal user created and linked at /parents. |
| Application stuck in submitted | Staff workflow | Advance stage at /admissions/applications; send test/interview invite if configured. |
| Offer letter PDF missing data | Template and cycle | Check admissions cycle and message templates; regenerate offer from application detail. |
| Class full at enrollment | Seat capacity | Increase capacity on class or move applicant to waitlist section at /admissions/enrollments. |
| Offer letter email not received | SMTP and notification row | Creating offer sends OFFER_LETTER via sendAdmissionNotification; check AdmissionNotification emailStatus SENT vs FAILED; test SMTP at /settings. |
| Parent cannot accept offer link | Deadline and proof fields | Offer must be PENDING and before acceptanceDeadline; guardian must supply matching parentEmail and studentDateOfBirth on PATCH /api/admissions/offers/{id}. |
| Enrollment API returns duplicate error | Idempotency and unique fields | Re-enroll for same offer may hit duplicate email/username guard; check if student already ENROLLED — second submit is idempotent when application status is ENROLLED. |
| Waitlist family not promoted after rejection | Auto-promote flag | Set ADMISSIONS_AUTO_PROMOTE_WAITLIST=true or run POST /api/admissions/waitlist/promote-next when seats open. |
Admissions workflow
- Configure cycle at /admissions/setup.
- Publish apply form at /admissions/apply.
- Review applications at /admissions/applications.
- Schedule tests/interviews; record outcomes.
- Issue offer at /admissions/offers; wait for ACCEPTED.
- Enroll at /admissions/enrollments; link parent at /parents.
Common questions
Quick answers in plain language.
What is the admissions pipeline in Schoolyi?+
Public apply at /admissions/apply, staff review at /admissions/applications, tests/interviews, offers at /admissions/offers, enrollment at /admissions/enrollments into live student records. Applicants track at /admissions/track.
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