Kestrel

Guide

Registrar

Version 1.0 ·Updated 2026-09-17

Next reviewed by 2027-03-17.

Written for each member of a school's staff, from the registrar to IT, and the families using the portal.

For the registrar, who keeps the roll, runs enrolment from enquiry to start, and decides when two records are one person.

All guides, including the first steps each member of staff takes. The training for this role takes these tasks in sessions.

Open a record for a new person

"Students", then "Open a record"

Needs person.record.write.

  1. In "Students", press "Open a record".
  2. Under "The name", fill "Given names" and "Family name".
  3. Add "Date of birth" and "Language to write to them in" if you have them.
  4. Press "Open the record". The new record opens.

Correct or add a name

A person's record, "Identity" tab, "Names"

Needs person.record.write.

  1. Open the record and choose the "Identity" tab.
  2. Under "Names", press "Correct" on the name that is wrong, or "Record a name" to add a preferred or former name.
  3. Choose the "Kind", fill the names and "Used from", and save.

Record who may collect a student and who hears from the school

A student's record, "Family and contact" tab, "Who acts for this student"

Needs person.standing.write.

  1. Open the student's record and choose the "Family and contact" tab.
  2. Under "Who acts for this student", press "Record who acts for them".
  3. Choose the adult, set "Place on the call list", and tick what they may do: "May collect", "Receives reports", "Receives communications", "Holds parental responsibility", "Lives with them".
  4. Save. Use "Correct" or "Close" on the row when a family's arrangements change.

Merge two records for one person

A person's record, "Identity" tab, "Possible duplicates"

Needs person.merge.write.

  1. On the record, find "Possible duplicates" and press "Compare" beside the other record.
  2. Under "Which record is kept", choose the record to keep, then read "What moves".
  3. Under "Approve", fill "Why these are one person" and press "Approve the merge".
  4. To undo it inside the school's window, press "Reverse the merge" on the kept record, say why, and confirm.

Record an enquiry

"Enrolment", "Enquiries"

Needs enrolment.enquiry.write.

  1. In "Enrolment", open "Enquiries" and press "Record an enquiry".
  2. Fill "The child", "Who is asking" and "Where it came from".
  3. Press "Record it".
  4. Later, open the row and press "Record a tour", "Record an application" or "Close the enquiry".

Move an application on

"Enrolment", the board, then "Open the application"

Needs enrolment.application.write.

  1. On the "Board", choose a row and press "Open the application".
  2. Press "Record an event" and choose the "Event", such as "Waitlisted", "Start" or "Withdrawal".
  3. Fill "On" and "Reason". A start also asks for the "Year level".
  4. Press "Save". A wrong event is taken back with "Void" in the "Timeline".

Ask for a document and record a payment

An application, "Documents and fees"

Needs enrolment.application.write.

  1. Under "Documents and fees", press "Ask for a document", choose the "Document" and press "Ask".
  2. Once it arrives, press "Mark arrived", or "Waive" when the school does not need it.
  3. On a fee, press "Record a payment", fill "Payment reference" and "Paid on", and press "Save".

Make an offer and record the answer

An application, "Offers", then "Enrolment", "Offers"

Needs enrolment.application.write.

  1. On the application, under "Offers", press "Make an offer".
  2. Fill "The terms", including "Lapses on" and "Starts on", and press "Save". Press "Make the letter" to produce the offer letter.
  3. When the family answers, open "Offers" in "Enrolment", press "Record the answer" and choose "The family accepted", "The family declined" or "The family asked for another year".
  4. Record a deposit with "Record the deposit as paid".

Ask families whether their children continue

"Enrolment", "Continuations"

Needs enrolment.application.write.

  1. Press "Ask each family about" the coming year.
  2. Choose "Not answered" to see who is still to reply.
  3. For a reply that came another way, press "Record the answer", choose "Confirmed" or "Leaving", and fill "Last day" and "Why" for a family leaving.

Record an immunisation statement

A student's record, "Health and wellbeing" tab, "Health"

Needs medical.immunisation.write.

  1. Open the student's record and choose the "Health and wellbeing" tab.
  2. Under "Immunisation", press "Record a statement".
  3. Choose the "Status", fill "Statement dated" and "Document", and press "Record the statement".
  4. The students whose status is unknown or not up to date are listed by year level at "Immunisation" in "Medical".

Send a message to families

"Messages", "New message"

Needs comms.message.send.

  1. In "Messages", press "New message".
  2. Under "Who it is for", type one group per line, each beginning year-level:, class: or student:, and choose the "Purpose".
  3. Tick the "Channels", then choose a "Template" or write the "Title" and "Message".
  4. Press "Send". "Messages" then shows how many it reached, did not send and failed.

Publish a message template

Settings, "Message templates"

Needs comms.template.write. It's under Settings, which only an administrator can open.

  1. Open Settings from your initials and choose "Message templates".
  2. Under "Publish a template", choose "A new template" or the next version of one.
  3. Fill "Name", tick "Channels", and write the "Subject line" and "Body".
  4. Press "Publish".

Change the admissions ladder

Settings, "Enrolment"

Needs enrolment.settings.write. It's under Settings, which only an administrator can open.

  1. Open Settings and choose "Enrolment".
  2. Press "Add a rung", or change a rung's "Name" and "Stalls after (days)".
  3. Tick the events under "Entered by", and under "When an application reaches it" tick "Tell the registrar" or "Email the family".
  4. Press "Save the ladder". "Put it back" undoes the changes you have not saved.