Enrolment Approvals Module

Enrolment Approvals using the Deals module

At a glance

Purpose: The Enrolment Approvals feature helps services record and track the internal checks required before confirming a child’s enrolment.
Why use it: It replaces manual checklists services are using to and provides a central, trackable approval process — saving time and improving visibility.
Who it’s for: Services that want to review and approve enrolments (e.g. check attachments, immunisation, or authorisations)

Overview

The Enrolment Approvals module initiates the creation of a new approval record each time a child’s enrolment reaches “Enrolled” status. Each Enrolment Approval represents the child's enrolment submission — for either This Year (TY) or Next Year (NY).

How it works

Finding pending approvals
Go to the Children module and filter by those who have an open Enrolment Approval. You can also open the Enrolment Approvals module directly to view all unapproved enrolments for this year or next year.
Opening a child’s Enrolment Approval record
From a child record, select the Enrolment Approvals Name (for example “2026 - Enrolment Approval for Lauren Test”). Right-click to open it in a new tab if you want to easily toggle between the child’s record and their approval checks.
Working through approval checks
Within the Enrolment Approval, review and tick off the required items such as:
- Proof of Birth
- IHS received
- Authorised Nominees checked
- Funded Declaration received
Approval stage updates automatically
As you tick of various items, the enrolment stage s
- Attachments Check
- Authorisations Check
- Enrolment Approved
- Enrolment Rejected
When you update the stage, it appears at the top of the child’s record so you can quickly see where things are up to.
Automatic rules
If all required items (e.g. Attachments, Immunisation, Authorisations) are complete, the system can automatically update the stage to “Enrolment Approved”. If any are missing, it will remain at the previous stage — ensuring approvals can’t be finalised until all checks are complete.
Rejecting an enrolment
If an enrolment can’t be approved, change the stage to Enrolment Rejected and record a note explaining why. For example: “Immunisation statement was incorrect image.” You can later report or filter by all rejected enrolments.
Filtering and reporting
Use filters in the Deals module to quickly find:
- Unapproved TY or NY deals
- Deals at a specific stage (e.g. Attachments Check)
- Rejected enrolments
You can also build simple reports to view all approvals by service, by stage, or by staff member.

Example use

A council or EYM might use Deals to review each enrolment after a family submits the form. Different staff can work through attachments, authorisations, and eligibility before final approval. This ensures consistent records and a clear audit trail of who approved each child’s enrolment and when.

Tip: You can customise the list views and reports to match your workflow — for example, “Next Year – Unapproved Enrolments” or “Attachments Check in progress”.