> For the complete documentation index, see [llms.txt](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/en/students/admission-reports.md).
# Admission reports
Count, on one page, who joined and who left in an academic year.
**Go to:** **People → Admission reports** in the left menu. View this page on a computer. **Before you start:** be an Admin or Academic coordinator ([who can do what](#roles)). This page is view-only; nothing changes from here.
The report combines two sources: students who are **Admitted** on the [Admission applicants](/schoolmanagerp-docs/en/students/admission-applicants.md) page, and the leaving and readmission events recorded on a [student's](/schoolmanagerp-docs/en/students.md) profile. A student added by hand or imported from Excel is not counted in **Admitted from online applications**.
[See the year's totals](#task-main) · [Look at one class](#task-class) · [Problems and fixes](#trouble)
**On this page**
* [See the year's totals](#task-main)
* [How to know the figures are right](#confirm)
* [Other situations](#other)
* [Look at one class](#task-class)
* [See an earlier academic year](#task-year)
* [Go from the list to a student's page](#task-student)
* [When there are more than 500 records](#task-truncated)
* [Problems and fixes](#trouble)
* [Who can do what](#roles)
* [Learn more](#more)
***
## See the year's totals
1. In the left menu press **People → Admission reports**. You can also type **Admission reports** in the search box (Ctrl+K).
→ The heading **Admission reports** appears, and under it, for example, "Academic year 2026 · All classes — who joined, who left". The current academic year and all classes are already chosen.
2. Read the four number cards:
| Card | What is counted |
| ------------------------------------- | ------------------------------------------------------------------------------------------------------------------- |
| **Admitted from online applications** | Students admitted from an online application with **Admit**, into a class of this year |
| **Left** | Students who were withdrawn plus those who transferred out; written separately below, "Withdrawn 3 · Transferred 2" |
| **Graduated** | Students whose profile records that they finished their studies |
| **Readmitted** | Students who were **Readmit**ted after leaving the school |
3. In the list below, every event is one row, newest on top: **Name**, **Reg. no.**, **Class**, **Event**, **Date**, **Reason**, **Destination**.
→ The **Event** column shows **Admitted (online application)**, **Withdrawn**, **Transferred out**, **Graduated** or **Readmitted**. An empty box shows **—**. On an online-admission row, **Reg. no.**, **Reason** and **Destination** are always **—**.
If nothing happened this year, it says **No records for this year**: "Admissions, leavers and graduations recorded in this year show up here."
> **Remember:** for the report to be right, a student's leaving must be recorded on their profile with **Record leaving**: [Students](/schoolmanagerp-docs/en/students.md).
***
## How to know the figures are right
* The line under the heading names the academic year and class you chose, for example "Academic year 2026 · All classes". If it names another year or class, change the **Academic year** or **Class** field.
* The **Left** card writes its two parts under the number, "Withdrawn 3 · Transferred 2". The two parts add up to the number on the card.
* If a leaving is missing from the list, it was not recorded on the student's profile with **Record leaving**. Record it there.
***
## Other situations
### Look at one class
1. Choose a class in the **Class** field at the top. If you choose none, it says **All classes**.
→ The cards and the list both show only that class. The class name appears in the line under the heading.
### See an earlier academic year
1. In the **Academic year** field choose the year. The first choice is **Current year (…)**.
→ When you change the academic year, **Class** goes back to **All classes**, because each class belongs to one year only.
### Go from the list to a student's page
At the end of a withdrawn, transferred, graduated or readmitted row press **View student**. → The [student's](/schoolmanagerp-docs/en/students.md) profile opens. Online-admission rows have no such button; search for the name in the students list. The button is also missing if you do not have permission to view students.
### When there are more than 500 records
Under the list it says: "Showing the first 500 records only. Pick a class to narrow the list." Then choose a class in **Class**. The four numbers at the top still count the whole year.
***
## Problems and fixes
| What you see | What to do | Who can help |
| ----------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------ |
| **You don't have access to this page.** | Only Admin and Academic coordinator see the report. Press **Back to dashboard**. | Admin |
| **Could not load the report** | Check your internet and reload the page. | Admin |
| **No records for this year** | Check that the right academic year is chosen. If a class is chosen, set it to **All classes**. | — |
| **Admitted from online applications** is lower than the real admissions | It counts only admissions from online applications. Students added by hand or imported are not in it; see the [Students](/schoolmanagerp-docs/en/students.md) list. | — |
| Someone left the school but is not in the list | Check that their leaving was recorded with **Record leaving** on their profile: [Students](/schoolmanagerp-docs/en/students.md). | Office staff |
***
## Who can do what
| Role | See the report | **View student** button |
| -------------------------------------------------------------------- | -------------- | ----------------------- |
| Admin | Yes | Yes |
| Academic coordinator | Yes | Yes |
| Office staff, Teacher, Accountant, Exam controller, Committee member | No | — |
**Admin** and **Academic coordinator** see the same report. Office staff can review and admit applications but cannot see this report. Someone without permission who opens the page sees **You don't have access to this page.**, and **Admission reports** is not in their left menu.
***
## Learn more The parts of the page — top to bottom
1. **Admission reports** — the heading, and under it the chosen academic year and class.
2. **Filters** — **Academic year**, **Class**.
3. **Totals** — four cards: **Admitted from online applications**, **Left**, **Graduated**, **Readmitted**.
4. **The list** — one row per event; **View student** at the end.
What the fields mean
| Field | What to enter | Required? |
| ------------- | -------------------------------------------------------------------------------------------- | -------------------------------------- |
| Academic year | The year whose totals you want to see. If you choose none, it is the current year. | No, the current year is chosen for you |
| Class | One class; if you choose none, all classes. It is cleared when you change the academic year. | No |
Where the numbers come from
The report combines two sources
* **Admitted from online applications** comes from [Admission applicants](/schoolmanagerp-docs/en/students/admission-applicants.md); the date is the day **Admit** was pressed.
* The other events come from **Record leaving** and **Readmit** on a student's profile: [Students](/schoolmanagerp-docs/en/students.md).
* The year is decided by the class's academic year, not by the date of the event.
**Related pages**
* [**Admission applicants**](/schoolmanagerp-docs/en/students/admission-applicants.md) — review online applications and admit; the **Admitted from online applications** number here comes from there.
* [**Admission rounds**](/schoolmanagerp-docs/en/students/admission-intakes.md) — which class takes how many seats for online admission.
***
*Version 0.1.0 · Last checked 2026-10-24*
