The rule for batch allocation: admission and batch membership are two separate records — admission is the institution’s file, membership is which routine the student sits in. Merging them makes three things unclear at once: batch transfers, multi-course students, and dues accounting.

What to verify: admission and batch membership verification

The allocation checklist (per new student):

# Step Verification
1 Admission record: name, guardian, contact profile created, permanent ID
2 Batch selection: course + time-slot student conflicts reconciled (matrix)
3 Capacity check space in the batch?
4 Fee structure linked batch fee rules on the profile?
5 Appeared in first-class list seen in the roll-call?
6 Guardian welcome SMS channel active

Step 5 is the pipeline proof: did the new student appear in the first class’s roll-call?

A usable sample: the enrolment checklist

This checklist works on paper too; with software, each step should happen in the system:

  1. The admission form should include batch preference — not joined separately afterwards.
  2. A full batch should show alternatives (other slots) — memory is not a control.
  3. A second course for the same student: same ID with a second membership — not a duplicate file.
  4. Keep the allocation date — which batch, when, becomes a question later.

Batch allocation: workflow steps and limitations

  1. During admission season, check nightly: are today’s admissions fully allocated?
  2. Keep batch capacity realistic — 50 in a class of 40 drops the quality of roll-calls.
  3. Limitation: the checklist runs on human discipline — software can make steps mandatory, but allocation judgement stays human.

Allocation: questions to ask before your demo

  • Are admission and batch allocation separate steps, or forced together?
  • Does the system block full batches?
  • Is allocation history kept (which batch, when)?

See the coaching page for batch allocation and the admission funnel; fee linking in fee management and the welcome connection in the communication module.

Allocation FAQ

How quickly must a new student be allocated?

Before the first class — an unallocated student appears in no roll-call and chasing begins.

If a batch is full, open a new slot?

Based on demand — but check the matrix for teacher/room conflicts first, not demand alone.

Admission cancelled — is batch membership cancelled too?

Yes — two separate records let both close cleanly; a merged system cannot.