Enrollment, Placement and Families

Enrolled means the child has a place at your school. Placed means they have been put into the actual classes they attend, which is what gives them a register, a room and a teacher. They are two steps, and at the start of term most children are the first but not yet the second.

When you’d use this

You are opening registration for a new term.
A family phoned in and you need to enroll their child yourself.
Your program is full, a place opened up, and you want to give a waitlisted child the place and put them in a class.
You have forty enrolled children and no one placed in a class yet.
A child needs to move from one class to another, or from one program to another.
A parent is not seeing their child in the family portal.

Two ways a child gets enrolled

Your registration form. Every program can have its own public form. Build it at Program console, Settings, Registration form, and share the link. A family fills it in, picks how they want to pay, and the child lands on your roster.

You add them. From the program’s Participants tab, use Enroll student to add a child directly. This is what you do for a family that phones in or walks up.

Either way the child ends up in the same place, so a roster is never split across two systems. What the family reads afterwards, the confirmation and the thank-you message and how to pay in person, is yours to edit.

The waitlist

If the program has a participant cap and it is full, a new submission is waitlisted rather than refused. A waitlisted row is not enrolled: no seat is held and no tuition starts.

To give a waitlisted child their place, open the program’s Participants tab and press Admit on their row. You can also let Muin promote the next waitlisted child automatically when somebody cancels.

There is no separate approve-or-reject queue. The Participants tab is the admission screen.

Placing children into classes

Class enrollment, reached from the program’s own links.

The screen puts the queue of children still waiting for a class next to the classes they could go into. The left panel is Unenrolled students with a count and a Select all.

Two ways to place them:

Place all N into their groups. Muin suggests each child’s group and places them in bulk. If your program uses groups, placing a child into a group puts them into every class that group attends in one action, rather than one class at a time.
Pick a group or class, then Assign N students.

When a family’s answer does not match your levels

Families answer the grade question in their own vocabulary: their child’s state-school grade, a level from another masjid, or something only they use. Muin keeps exactly what they typed, in their words, and flags the child rather than refusing the form. Refusing it would lose you the enrollment.

Class enrollment lists every child whose reported grade matched no level, or matched more than one. Placing the child is the resolution. The original answer stays on their record either way.

The enrollment record

Each enrollment has its own addressable page, reached by clicking the row on Families & tuition, on a roster, or from the person’s record. It carries the submission, the price, the placement and the history, so you can send somebody straight to it rather than describing which modal to open.

Families, households and guardians

Concept	What it is	Where you manage it
Household	“The Smith Family”: a shared address, a primary person, and members with a relationship such as head, spouse, child or parent	Households, from Settings, People registry
Guardian	A relationship between two people, not a household row. A guardian is who the portal and the notices belong to	The person’s own record
Authorized adult	Somebody allowed to collect the child, who is not a guardian	The child’s record

Tuition is read and paid per household, not per child, because that is how a family with three children actually pays.

This matters for the parent portal: a parent only sees the Family area once they are linked as a guardian of a live-enrolled child. If a parent says “my child is not there”, the usual cause is a missing guardian link, not a missing enrollment.

Moving a child

Between classes in the same program. Open the class roster, use Move to another class on the child’s row, then Confirm move. There is a bulk version for a group of children at once. The old class enrollment is cancelled and kept as a record, the new one is created, and only unmarked future attendance rows are cleared. Marked attendance is history and stays.

A move is refused when the two classes meet at overlapping times on the same day.

Between programs: refused, on purpose. The message says why:

“That class belongs to a different program. Moving the student there would leave their program enrollment, their grade and cohort, and their tuition billing behind in the old program. They would disappear from both programs’ rosters and keep being billed for the one they left. Enroll them in the other program first, then place them in one of its classes.”

So the route is: enroll the child in the other program, then place them in one of its classes, then end the old enrollment.

What it affects

Enrolling starts tuition. Placing does not.
Placing a child into a group places them into every class that group attends, and gives them a register in each.
The child’s rung lives on their placement, not on their group, so changing a group’s level never re-grades the children in it.
A family’s enrollment reads incomplete until the handbook is signed and an emergency contact is on file. A guardian does not count as the emergency contact, because the question is who to call when the guardian cannot be reached.
Placement feeds the family portal: the classes, the schedule and the attendance a parent sees are the child’s placements.

When it goes wrong

What you see	Why	What to do
The program console says nobody is enrolled, but children are on class rosters	You are reading one grain	Enrolled at the program level is the union of the program row and the class rows. Reload the console; if it persists, check the children are enrolled and not only placed
A child is enrolled but has no register	They are enrolled, not placed	Place them on Class enrollment
A waitlisted child is not being billed	A waitlisted row holds no seat	Press Admit on the Participants tab
“Aisha can’t be moved into another program’s class.”	Cross-program moves are refused	Enroll them in the other program first, then place them in one of its classes
A move is refused as a clash	The two classes overlap on the same weekday	Pick a class at a different time, or move the other class
A parent cannot see their child	They are not linked as a guardian of a live-enrolled child	Add the guardian relationship on the child’s person record
Enrollment reads incomplete and the parent cannot tell why	It names what is outstanding	The parent clears it in the portal: sign the handbook, add an emergency contact

Next step

Take the register: Attendance.