Admissions secretary

Your day as admissions secretary in Kila, from new enquiries to admitting learners, their records and guardians, and visitors at reception.

As admissions secretary you look after enquiries and admissions: you admit learners, keep their records, identity numbers and guardians up to date, and sign visitors in at reception. Fees are not in the role.

Kila opens Admissions: every enquiry on a board, by stage: Enquiry, Visit or interview, Offered, Admitted and Not joining. The line under the title counts the enquiries, how many joined and how many are still open. Switch to List to see the same enquiries as a list.

Admissions for Faith Nyambura, Admissions secretary at Bright Minds Academy: the board with Enquiry, Visit or interview, Offered, Admitted and Not joining, and New enquiry (1).

Your day

A parent calls or visits. Tap New enquiry and note the child, the class wanted and the parent’s phone.
Follow it through. Move the enquiry on as it goes: a visit, an offer letter, then admit the learner. See Admit a learner.
Keep the records. Learners are under Students, their families under Guardians, and the identity numbers under Learner identity numbers.
Visitors. Sign a visitor in at reception under Gate and passes: Sign a visitor in.

What you can do

Record enquiries and admit a learner.
Add and edit learners and guardians.
Sign a visitor in and out.
See the classes, the registers and the results.

Everything the role is allowed to do

General: View dashboard
Customers: View customers; Create and edit customers
Academics: View classes, subjects, the timetable, attendance and results; Sign learners out and back on passes, keep the visitors’ log and pick-up lists, check children in and out

What needs a manager

Fees. Taking fees, statements and bursaries are the fees office’s and the bursar’s: see Bursar.
Registers, marks and report cards are the teachers’ and the head teacher’s. Your role sees them and does not change them.

No approval limits: anything that needs approval goes to someone else.

Common questions

The parent already has a child at the school. Do I type the parent again? Use the same phone number: Kila links the family by the parent’s phone. See Admit a learner.

A family decided not to join. Do I delete the enquiry? No. Open it, type why and tap Not joining. The card moves to Not joining with the reason, so the school sees why places are lost.

A parent wants to pay fees when the child is admitted. Can I take it? Fees are not in your role, and the Fees office is not in your menu. The fees clerk or the bursar takes it: see Take fees at the counter.