Student Onboarding Workflow

The student onboarding workflow is a comprehensive 4-step process for enrolling new students in your Hebrew school or religious education program. This workflow handles student registration, parent assignment, tuition selection, and invoice generation.

When to Use Student Onboarding

Use the student onboarding workflow when:

• Enrolling new students for the school year
• Re-enrolling returning students
• Adding multiple children from the same family
• You need to generate tuition invoices automatically
• Converting a member's children to enrolled students

The Onboarding Process

1. Step 1: Student Details

   Add one or more students with their information:

   Required Fields (per student):

   • First Name: Student's first name
   • Last Name: Student's last name
   • Date of Birth: For age/grade calculations
   • Grade Level: Current grade or class level

   Optional Fields:

   • Middle Name: Full legal name
   • Hebrew Name: For Hebrew school records
   • Gender: For class assignments
   • Special Needs: Learning accommodations or medical conditions
   • Allergies: Food or environmental allergies
   • Emergency Contact: Besides parents

   Adding Multiple Students:

   Click "Add Another Student" to enroll siblings simultaneously. This is especially useful for:

   • Families with multiple children
   • Applying multi-child discounts
   • Keeping family records together
   Tip: Enrolling multiple students at once automatically qualifies them for multi-child tuition discounts!

   Continue to Next Step →

2. Step 2: Parent/Guardian Selection

   Link students to their parent or guardian records. You have three options:

   Option 1: Select Existing Parent

   Choose from parents already in the system:

   • Search by parent name
   • View parent contact information
   • Link all students to the same parent

   Option 2: Convert Member to Parent

   If the parent is already a member but not yet a parent record:

   • Search for the member
   • System automatically creates a parent record from member data
   • Maintains link between member and parent records
   • Inherits contact information, address, etc.

   Option 3: Create New Parent

   Add a brand new parent/guardian:

   • Enter parent's name and contact information
   • Add address and phone numbers
   • Set email for invoices and communication
   • Optionally create a user account for portal access
   Important: Each student must be linked to at least one parent/guardian for billing and emergency contact purposes.

   Continue to Next Step →

3. Step 3: Tuition Tier Selection

   Choose the appropriate tuition tier based on number of students and family circumstances:

   Available Tuition Tiers:

   Tier Name	Annual Cost	Description
   Full Tuition	$5,000	Standard rate per student
   Multi-Child Discount	$4,000	Per student when enrolling 2+ children
   Full Scholarship	$0	100% scholarship (requires approval)
   50% Scholarship	$2,500	Half tuition rate
   25% Scholarship	$3,750	Quarter discount
   Semester Payment Plan	$2,750 × 2	Split into two payments
   Monthly Payment Plan	$500 × 10	Ten monthly payments

   Note: Actual tiers and pricing are configured by your administrator and may differ from the examples above.

   Quantity-Based Pricing:

   When you enroll multiple students, the system shows:

   • Per-student cost
   • Number of students
   • Total annual tuition
   • Multi-child discounts automatically highlighted

   Example Calculation

   Enrolling 3 children with Multi-Child Discount:

   • $4,000 per student × 3 students = $12,000 total
   • Savings: $1,000 per child vs. full tuition
   • Total family savings: $3,000

   Continue to Next Step →

4. Step 4: Review & Create Invoice

   Review all information and decide whether to create a tuition invoice:

   Review Summary:

   Carefully review:

   • All student names and information
   • Parent/guardian assignment
   • Contact details
   • Selected tuition tier
   • Total tuition amount
   • Number of students enrolled

   Invoice Options:

   Create Invoice Now

   Generate a tuition invoice immediately:

   • Set the invoice date (defaults to today)
   • Set the due date (e.g., first day of school)
   • Invoice includes line item for each student
   • Optionally email the invoice to parents

   Save Without Invoice

   Create student records only:

   • Students are enrolled in the system
   • No invoice is generated yet
   • Create invoice later from parent or student records

   Email Invoice

   When creating an invoice, you can email it immediately:

   • PDF invoice attached to email
   • Payment instructions included
   • Parent receives payment link (if online payments enabled)
   • Can send to parent's email or alternate contact
   Success! After completing the workflow, students are enrolled with complete records and optional tuition invoice.

After Onboarding

Next Steps

Once students are onboarded, you can:

• View Student Profiles: Access complete student records
• Assign to Classes: Place students in appropriate classes/grades
• Track Attendance: Record daily or weekly attendance
• Enter Grades: Record exam scores and class grades
• Manage Tuition: Track payments against invoices
• Communication: Send emails or forms to parents

Parent Portal Access

To give parents access to view their children's information:

1. Navigate to the parent's record
2. Click "Create User Account"
3. A temporary password will be generated
4. Email the credentials to the parent
5. Parents can then log in to view:
   • Student grades and attendance
   • Outstanding tuition invoices
   • School calendar and events
   • Update student information

Tips and Best Practices

Common Questions

Can I enroll students without generating an invoice?

Yes! You can save student records and create invoices later. This is useful for early registration before tuition is finalized.

What if parents are divorced or separated?

You can create separate parent records for each guardian and link students to both. Set the billing parent appropriately for invoice generation.

Can I change the tuition tier after enrollment?

Yes, edit the student record and update the tuition tier. If an invoice already exists, you may need to cancel it and create a new one with the correct amount.

How do scholarship approvals work?

Select the appropriate scholarship tier during enrollment. Add notes documenting the approval process. Your organization's policies determine who can approve scholarships.

Can I bulk import students?

Yes! Use the student import feature for bulk enrollment. Download the template, fill in student data, and upload. This is faster for enrolling many students at once.

What happens if I make a mistake during onboarding?

Use the "Back" button to return to previous steps. After completing the workflow, edit student records directly from the student management interface.

Related Documentation

• Managing Students - Full student management guide
• Tuition Tiers - Understanding pricing options
• Managing Invoices - Invoice creation and tracking
• Member Onboarding - Similar workflow for members