What is Admissions
The Admissions module in Satchel One allows schools to create applicants and track their progress. Applicants are prospective students who have applied for a place at the school.
Set up Intake seasons
🔒 The actions within this section are controlled by the Intake seasons permission.
Before adding applicants, you must create an Intake season. This helps manage cohorts, track application statuses, and monitor progress against your Published Admission Number (PAN).
Go to Tools > Students > Admissions > Intake seasons.
Click Create to make a new season and enter the following details:
Name → Easily identify the season (e.g. Year 7 - Autumn 2024).
Academic year → Link it to a school year for filtering and DfE reporting.
National curriculum year → The planned admission year reported in the DfE census.
Published admission number (PAN) → The total number of places available.
Planned admission date → The enrolment start date (adjustable later).
You can search for intake seasons by name and filter them by academic year. Intake seasons can be edited or deleted at any time.
Import CSV
🔒 The actions within this section require permissions for CSV imports.
Once an Intake season is created, you can import applicants using a CSV file.
Click on the Intake season name to open it.
Click Import → Create to start the process.
Download the CSV import template and follow the instructions.
Select an Intake season or select an admission date to create students directly, skipping the application process
Choose an enrolment status.
Click Save.
Review import
Before applying changes, you can review the imported data and correct any issues. For detailed instructions, refer to CSV imports.
Students
In the student section you will see the list of all students to be imported. We will also highlight potential duplicates based on UPNs and emails.
Parents and carers
In the parent section you will see the list of all parents/carers to be imported. We will also highlight existing parents who could potentially be duplicates or perhaps they are parents with older siblings at the school.
Finalise import
On the right-had side, you will see a summary of the changes that will be made.
Students created
Students updated
Parents/carers created
Parents/carers updated
Once you are happy with your settings, click Import to apply the changes.
Logs
Once the changes have been applied, in the logs section you will see detailed information about the outcome of the import. These can be:
Errors → Records that failed to create (e.g. a student due to missing date of birth).
Warnings → Adjustments made (e.g. invalid email removed).
Info → Data modifications due to incomplete data (e.g. ‘Mx’ used for missing parent title).
Manage applicants
🔒 The actions within this section require permissions for Applicants, Admission status, Admission messages.
Once applicants are imported, you can track applications and send offers via the Intake seasons page.
Expand the Total applicants section to see:
Number of students at each application stage.
Planned admission number.
Admission date.
Available Actions
Send offers → Email parents/carers of the applicants. You can choose specific parent priorities. This will also update the application status to ‘Offered’
Set status → Update applicants with a specific status.
Change intake season → Move applicants to a different intake.
Delete → Remove applications and associated student records.
Application status
Status | Description |
Applied | Initial state for all applicants. |
Rejected | School has declined the application. |
Withdrawn | Applicant has withdrawn in favour of another school. |
Offered | School has extended an offer. |
Accepted | Parent/student has accepted the offer. |
Admitted | These students will show in the Student directory under ‘Planned admission’ and enrolments will automatically be created for them according to the planned admission date. |
Offer sent
The Offer sent column tracks which applicants have been emailed. Parents/carers receive individual messages but with identical content— so make sure to keep the message generic and not mention specific names.
Schools can optionally set a reply-to email (e.g. admissions@school.com) via School details.
View application
🔒 The actions within this section require permissions for Applicants, Admission appeals.
Click View beside any student to view more details about their application.
Application date → When the application was created; this can be adjusted if needed.
Application number → Optional reference number; these are not automatically generated.
Intake season → View or update the intake season the applicant is part of.
Enrolment status → View or update the applicant’s enrolment type, eg from Single reg to Guest pupil
Application status → View or adjust the application status of an individual. For Withdrawn applications, you can also record:
Withdrawal reason
Destination school
Click on View profile to access the student’s full details.
Log appeals
You can record appeals for students whose applications were rejected, including:
✔ Appeal date
✔ Hearing date
✔ Decision
✔ Supporting comments/documents
These records contribute to the Spring Census, eliminating the need for manual entry.
Enrolment & School History
🔒 The actions within this section require permissions for Student directory, UPN generation
When applicants are marked as Admitted, they are automatically enrolled on the admission date.
School history in populated with the correct information.
Students appear under Planned admission in the Student directory.
Once the admission date passes, they move to Currently on-roll.
Generate UPNs
For students without a Unique Pupil Number (UPN), you can generate them in bulk:
In Student directory, filter by Planned admission.
Select students manually or click Select all.
Click Actions > Generate UPNs.
Confirm and generate missing UPNs.
FAQ
Question | Answer |
Do I need to create an intake season every year? | Although not mandatory, we would recommend managing your applicants with intake seasons. This ensures applications are organised by cohort and aligned to PAN and census reporting.
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| If necessary you can skip the Applicants process and avoid creating intake seasons. You can instead go to CSV imports directly, and select a specific admission date for the new cohort. |
What happens after a student is marked as Admitted? | They move to Planned admission in the Student directory. Their enrolment and school history records are created with their future start date, and the students can be added to groups. |