Learner Enrollment To Certificate

This guide explains how a driving-school learner moves from first registration to training, permit processing, certificate issuance, payment follow-up, and commission review.

Use this example when a student enrolls for a driving course, pays in installments, attends lessons, completes assessments, applies for a permit, and receives a certificate.

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
Driving Setup	Driving School -> Setup -> Products	Configure products, prices, authority charges, lesson requirements, and enrollment rules.
Students And Enrollments	Driving School -> Operations -> Students / Enrollments	Register learners, link them to products, assign staff or agents, and track training lifecycle.
Payments And Authority Payments	Driving School -> Operations -> Payments and permit authority payment areas	Collect school fees, split authority charges, and remit external authority money.
Lessons, Assessments, Permits, And Certificates	Driving School -> Operations	Schedule lessons, record attendance, assess readiness, process permits, and issue certificates.
Follow-Ups And Commissions	Driving School -> Operations -> Follow-ups / Commissions	Track callbacks, missed sessions, balances, permit updates, and agent commission review.

Scenario

Amina Namatovu wants to enroll for a Class B manual driving course.

The driving school must:

• register Amina as a student
• enroll her on the correct driving product
• record her agreed fee and payment plan
• collect payments
• schedule theory and practical lessons
• record attendance
• assess theory and practical readiness
• handle permit application steps where authority charges apply
• issue a completion certificate
• follow up on missed lessons or balances
• review any agent commission if Amina came through an agent

End-To-End Flow

Step	Workspace	Business Meaning
1	Driving School Setup	Products, pricing, authority charges, enrollment rules, and training vehicle readiness are prepared.
2	Students	The learner is registered or selected from the party/client register.
3	Enrollments	The learner is linked to a driving product and assigned to staff or an owner agent.
4	Payments	The learner pays the full amount or starts installments.
5	Lessons	Theory, practical, or simulator sessions are scheduled and attendance is recorded.
6	Assessments	Theory, practical, or mock results are recorded.
7	Permits	Permit applications are created and tracked where the product includes authority charges.
8	Authority Payments	Collected authority money is remitted to the external authority.
9	Certificates	Completion or pass certificates are issued after requirements are met.
10	Follow-ups	Staff track payment reminders, missed sessions, permit updates, and callbacks.
11	Agent Commissions	First-payment commission is reviewed and marked paid where agent rules apply.

1. Confirm Driving Setup

Open Driving School -> Setup -> Products.

Before enrolling learners, confirm the driving product is ready.

For Amina's Class B manual course, the product should define:

• product name and product type
• vehicle class
• transmission type
• theory hours
• practical hours
• total sessions
• price
• minimum price where negotiation is allowed
• installment rules
• government or authority charges where permit money is collected
• enrollment capacity
• whether lessons are required
• accounting overrides only where this product posts differently

If practical lessons need vehicles, confirm active vehicles are available from the Assets-backed vehicle readiness view.

2. Register Or Select The Student

Open Driving School -> Operations -> Students.

The student record comes from the shared party/client register. Driving School adds the training lifecycle on top of that record.

Capture enough information for training, payments, and follow-up:

• student name
• phone number
• email where available
• identification details where required
• assigned user
• owner agent where commissions apply
• next follow-up date if the student is not ready to enroll immediately

Use the student detail view when you need one place to review enrollments, payments, permits, authority charges, payable balance, and follow-up history.

3. Create The Enrollment

Open Driving School -> Operations -> Enrollments.

An enrollment, also called a student subscription, connects Amina to the Class B manual product.

The enrollment should define:

• student
• driving product
• catalog fee
• agreed fee where variable pricing is allowed
• discount if applicable
• assigned user
• owner agent where applicable
• enrollment date
• planned start date
• planned end date
• preferred time slot if capacity or waiting-list planning is needed

The enrollment becomes the operational anchor for payments, lessons, assessments, permits, certificates, follow-ups, and commissions.

Do not create lessons, assessments, or certificates against the wrong enrollment. If a student has multiple courses, always confirm the enrollment number and product.

4. Record Payment

Open Driving School -> Operations -> Payments.

Use Make Payment when the student pays cash or through an active mobile-money collection flow.

For Amina, payment may be:

• full course payment
• first installment
• permit or authority portion
• a later installment

Payment rules to remember:

• Payment cannot exceed the outstanding balance.
• Mobile-money payments are recorded only after provider confirmation.
• Discounts reduce driving-school income, not the authority payable portion.
• Products with authority charges split the payment into school income and authority payable.
• Reversals require permission, reason, and confirmation because they affect balances and financial history.

Use Check Balance when staff need to confirm whether Amina can continue, sit an assessment, proceed with permit work, or receive a certificate.

5. Schedule Lessons

Open Driving School -> Operations -> Lesson Schedule.

Schedule lessons from an active or in-progress enrollment.

For each lesson, select:

• enrollment
• instructor
• vehicle for practical or simulator lessons where needed
• lesson type
• start date and time
• end date and time
• location

Theory lessons do not require a vehicle. Practical lessons should use a vehicle that matches the product class and transmission.

After the lesson, use Record Attendance to update progress.

Attendance statuses show whether the learner attended, missed, was a no-show, cancelled, or rescheduled. Completion status shows whether the lesson outcome is complete, incomplete, failed, or still pending.

6. Record Assessments

Open Driving School -> Operations -> Assessments.

Assessments capture learner readiness and results.

Common assessment types:

• theory test
• practical check
• mock test

Record:

• enrollment
• assessment type
• assessment date
• score
• maximum score
• result
• remarks

If Amina fails a theory or practical check, record clear remarks and create a follow-up task or additional lesson plan. This keeps the next action visible to staff.

7. Process Permit Applications

Open Driving School -> Operations -> Permit Applications.

Use permit applications when the selected product includes authority charges or when the driving school helps the learner process an external permit.

To create an application:

1. Select the student.
2. Select the related enrollment.
3. Select the permit target from the product's configured authority components.

This prevents a permit application from being disconnected from the authority charge that should be collected and remitted.

Track stage updates such as:

• draft
• applied
• submitted
• under review
• approved
• rejected
• issued
• completed
• expired
• cancelled

Use stage notes, authority reference, submission date, issue date, expiry date, and rejection reason to keep the external process auditable.

8. Remit Authority Payments

Open Driving School -> Operations -> Permit Applications -> Authority Payments.

Authority money belongs to the external authority, not to the driving school.

Authority payment should happen only when:

• the student has paid the authority portion
• the amount is ready for remittance
• the permit item is selected or included in a ready batch
• payment source account is correct
• authority reference and payment reference are captured

Posting an authority payment clears the authority payable and credits the account used to pay the authority.

Do not remit authority money that has not yet been collected from the student.

9. Issue Certificate

Open Driving School -> Operations -> Certificates.

Issue a certificate only when the learner has met the business requirements.

Before issuing Amina's completion certificate, confirm:

• enrollment is complete or eligible for completion
• required lessons were attended
• theory and practical assessments are complete where required
• payment or balance policy allows certificate issuance
• permit prerequisites are satisfied where required
• certificate type is correct

Certificate types may include:

• completion
• theory pass
• practical pass
• provisional

If a certificate was issued in error, use revocation only when the business has reviewed the reason and supporting evidence.

10. Manage Follow-Ups

Open Driving School -> Operations -> Follow-ups.

Use follow-ups for work that should not be lost outside the system.

Examples:

• payment reminder
• missed lesson follow-up
• permit update
• callback request
• document reminder
• student visit note
• reschedule request

Follow-up tasks should have an assignee, due date, priority, source, status, and outcome. Complete or reschedule tasks instead of leaving them open indefinitely.

11. Review Agent Commission

Open Driving School -> Operations -> Agent Commissions.

Use this when a student came through an agent or staff owner who earns commission.

Commission records usually depend on the owner agent and first-payment event. Owner changes can become restricted once commission activity exists.

Commission users should review:

• student
• agent
• base amount
• commission amount
• status
• paid date
• payment reference
• exception records

Mark commissions paid only after finance or management confirms the payout.

How Records Connect

Record	Connected To	Why It Matters
Student party	Enrollment, payments, permits, certificates, follow-ups	Keeps learner identity consistent across the lifecycle.
Driving product	Enrollment, pricing, lessons, authority charges	Defines what the learner bought and what rules apply.
Enrollment	Lessons, assessments, payments, permits, certificates	Anchors training progress and balance tracking.
Payment	Enrollment, balance, authority payable, commission	Shows what the learner paid and how it splits financially.
Lesson	Enrollment, attendance, completion progress	Tracks actual training delivery.
Assessment	Enrollment, result, follow-up	Records readiness, pass, fail, or need for more training.
Permit application	Student, enrollment, authority charge, authority payment	Tracks external permit processing.
Authority payment	Permit charge, payable balance, accounting	Clears collected authority money after remittance.
Certificate	Student, enrollment, assessments, completion evidence	Proves the learner completed or passed a stage.
Follow-up	Student, enrollment, payment, lesson, permit	Keeps manual work visible.
Commission	Student, owner agent, payment	Tracks agent payout obligations.

Statuses To Watch

Status Area	What It Tells You
Enrollment status	Whether the learner is enrolled, in progress, completed, suspended, or cancelled.
Payment status	Whether the learner is paid, unpaid, paying in installments, overdue, or cancelled.
Lesson attendance	Whether the learner attended, missed, cancelled, rescheduled, or was a no-show.
Lesson completion	Whether the lesson was completed, incomplete, failed, or still pending.
Assessment result	Whether the learner passed, failed, or is pending assessment.
Permit status	Where the external permit application stands.
Certificate status	Whether a certificate is issued or revoked.
Follow-up status	Whether staff tasks are open, snoozed, completed, cancelled, or missed.
Commission status	Whether the agent commission is pending, paid, or in exception.

Practical Controls

Use these controls to avoid mistakes:

• Confirm the driving product before enrollment.
• Assign the correct user and owner agent before taking the first payment.
• Use the enrollment number when a learner has more than one course.
• Record payments before progressing paid-only steps.
• Record lesson attendance after each session.
• Add follow-ups for missed lessons, failed assessments, overdue balances, and permit delays.
• Do not issue certificates without completion evidence.
• Do not pay authority money before the student has paid the authority portion.
• Review commission exceptions before marking commissions paid.

Common Problems

Problem	What To Check
Student cannot enroll	Product active status, allow-enrollment setting, capacity, and student record.
Payment amount is rejected	Outstanding balance, fixed price, minimum price, installment policy, and existing payments.
Practical lesson cannot be scheduled	Enrollment status, vehicle availability, class, transmission, and lesson requirement.
Completion cannot be marked	Attendance status and lesson completion rules.
Permit target is missing	Product authority charge setup and selected enrollment.
Authority payment item is not ready	Student payment collection status and unremitted authority balance.
Certificate should not issue	Enrollment completion, lesson history, assessment result, payment policy, and permit prerequisites.
Commission owner is locked	Existing commission or payment activity linked to the owner agent.

Related Guides

• Driving School Overview
• Driving School Setup
• Driving School Operations
• Parties
• Assets
• Payments Overview