Driving School Operations

Driving School operations manage the student lifecycle from intake to training completion, permit processing, payment collection, follow-up, and commission payout.

Open Driving School -> Operations.

For a practical example, see Learner Enrollment To Certificate. It follows one learner from registration through enrollment, lessons, assessments, permits, certificate issuance, payments, and commission review.

Workspace Reference

Workspace	Open From	Main Action	Main Record
Students	Driving School -> Operations -> Students	Add Student	Learner profile linked to the party/client register.
Enrollments	Driving School -> Operations -> Enrollments	Create Subscription	Student enrollment on a driving product.
Payments	Driving School -> Operations -> Payments	Make Payment or Check Balance	Student payment, balance, and authority split.
Lesson Schedule	Driving School -> Operations -> Lesson Schedule	Schedule New Lesson	Theory, practical, or simulator lesson session.
Assessments	Driving School -> Operations -> Assessments	Record Assessment	Theory, practical, or mock evaluation result.
Permit Applications	Driving School -> Operations -> Permit Applications	New Application	External permit process linked to the enrollment and authority charge.
Authority Payments	Driving School -> Operations -> Permit Applications -> Authority Payments	Pay Ready Authority Money	Remittance of collected authority money.
Certificates	Driving School -> Operations -> Certificates	Issue Certificate	Completion, theory pass, practical pass, or provisional certificate.
Follow-ups	Driving School -> Operations -> Follow-ups	Create task or log follow-up	Task queue and communication timeline.
Agent Commissions	Driving School -> Operations -> Agent Commissions	Mark paid or manage pricing setup	First-payment commission tracking.

Students

The Students page lists driving-school learners. Students are registered through the party/client register and then linked to Driving School through enrollments.

The student table supports filtering by assigned user, status, and enrollment payment status. It shows student number, name, phone, next follow-up, enrollment counts, owner, and status.

Useful actions include:

• Add Student: Opens the individual-client registration form.
• View Student: Opens a detailed student view.
• Reassign: Changes the assigned user and, where permitted, the owner agent.
• Log Follow-Up: Records a follow-up event.
• View Follow-Ups: Opens the student timeline.
• Task Queue: Opens follow-up tasks for that student.
• Reassign Portfolio / Reassign Selected: Moves students between users in bulk.

The student detail view includes overview, enrollments, payments, permits, authority charges, authority payable balance, and follow-up history. Use it as the first review point when a student's progress, balance, permit status, or authority money is unclear.

Important student fields:

Field	Meaning
Student name	Learner identity used across enrollment, lessons, payments, permits, and certificates.
Phone and email	Contact details for follow-ups, payment reminders, and permit updates.
Identification details	Required identity information where policy or authority processing needs it.
Assigned user	Staff member responsible for follow-up or portfolio ownership.
Owner agent	Agent or staff owner used for commission rules where applicable.
Next follow-up date	Next planned contact or task date.

Enrollments / Student Subscriptions

An enrollment, also called a student subscription, connects a student to a driving product.

The subscription table shows enrollment number, student, product, catalog fee, agreed fee, discount, enrollment date, assigned user, payment progress, sessions completed, subscription status, payment status, and balance due.

Subscription statuses include enrolled, in progress, completed, cancelled, and suspended. Payment statuses show whether the student is paid, unpaid, still paying, overdue, or cancelled.

When creating a subscription:

Click Create Subscription.

Important enrollment fields:

Field	Meaning
Student	Learner being enrolled.
Product	Driving course or package the learner is buying.
Catalog fee	Standard price from the product setup.
Agreed fee	Negotiated amount where variable pricing is allowed.
Discount	Approved reduction from the standard fee.
Assigned user	Staff member responsible for the enrollment.
Owner agent	Agent or staff owner used for commission where applicable.
Enrollment date	Date the learner joined the product.
Planned start and end dates	Expected training window.
Preferred time slot	Useful for capacity planning and waiting-list decisions.

Completed and cancelled subscriptions cannot be edited. Unpaid subscriptions can be deleted by permitted users. Once payment or commission activity exists, owner changes may be restricted.

Lessons

The Lesson Schedule page lets users schedule training sessions and record attendance.

Click Schedule New Lesson.

Important lesson fields:

Field	Meaning
Subscription	Active or in-progress enrollment receiving the lesson.
Instructor	Staff member responsible for the session.
Vehicle	Required for practical or simulator lessons where the product needs it.
Lesson type	Theory, practical, or simulator.
Start and end date/time	Scheduled lesson window.
Location	Training site, branch, classroom, or pickup point.

Theory lessons do not require a vehicle. If the selected product does not require lessons, only users with the override permission can schedule anyway.

Attendance statuses include scheduled, confirmed, attended, missed, no show, cancelled, and rescheduled. Completion statuses include pending, complete, incomplete, and failed. Completion can only be marked complete when attendance is attended.

Use Cancel Lesson only when the session should no longer happen. Use Record Attendance after the lesson to update student progress.

Assessments

Assessments record student evaluation outcomes against an active or in-progress subscription.

Assessment types include:

• Theory test.
• Practical check.
• Mock test.

Important assessment fields:

Field	Meaning
Enrollment	Learner subscription being assessed.
Assessment type	Theory test, practical check, or mock test.
Assessment date	Date the assessment happened.
Score and maximum score	Numeric result where scoring applies.
Result	Pending, pass, or fail.
Remarks	Explanation, next lesson recommendation, or failure reason.

Use clear remarks when a student fails or needs additional lessons so follow-up users know what to do next.

Permit Applications

Permit applications track the external permit process and authority-charge status.

The permit page has two areas:

• Applications: Create and manage permit applications.
• Authority Payments: Pay out authority money already collected from students.

Permit application statuses include draft, applied, submitted, under review, approved, rejected, issued, completed, expired, and cancelled.

To create a permit application:

Click New Application.

Important permit fields:

Field	Meaning
Student	Learner applying for the permit.
Subscription	Enrollment linked to the permit requirement.
Permit target	Authority component configured on the driving product.
Authority reference	External permit or authority reference when available.
Submitted, issue, and expiry dates	Timeline for the external process.
Rejection reason	Reason the authority rejected the application, where applicable.

This ensures the application is tied to the exact authority charge that should be collected and later remitted.

Use Update Stage to record authority reference, submitted date, issued date, expiry date, or rejection reason. Draft applications can be deleted; later stages should be progressed or cancelled instead.

Authority Payments

Authority payments clear collected permit money that belongs to an external authority.

The page shows:

• Amount ready to pay.
• Items waiting for collection.
• Authority payment batches.
• Payment source account.
• Authority reference and payment reference.
• Accounting summary showing payable cleared and paid-from account.

Users can pay all ready authority money or manually select specific ready items. Ready items are collected, unremitted authority amounts linked to permit charges.

Posting an authority payment clears the authority payable and credits the account used to pay the authority. If an item has not yet been collected from the student, it remains waiting and cannot be paid out.

Certificates

Certificates are issued from completed subscriptions.

Certificate types include:

• Completion.
• Theory pass.
• Practical pass.
• Provisional.

The certificate table shows certificate number, student, certificate type, issued date, issuer, and revoked status.

Before issuing a certificate, confirm the subscription is complete, the student has the expected lesson and assessment history, and payment or permit prerequisites are satisfied according to business policy.

Payments

The Payments page records student fee payments and tracks balances.

The payment modal has three tabs:

• Make Payment: Select student and subscription, then post a payment.
• Check Balance: Review all balances for a student.
• Recent Mobile Money Collections: Track provider-confirmed collections and finish pending mobile-money postings.

Important payment fields:

Field	Meaning
Student	Learner making the payment.
Subscription	Enrollment receiving the payment.
Payment method	Cash, mobile money, or other active method.
Amount	Amount being paid. It cannot exceed the outstanding balance.
Journal date	Accounting date where the user is allowed to backdate.
Provider and payer phone	Mobile-money provider and payer details where mobile money is used.
Notes or reference	Receipt, collection, or manual explanation.

Payment methods include cash and mobile money where active wallet rails are available. The payment amount cannot exceed the outstanding balance. Backdated journal dates are only available to users with the right permission.

For mobile money:

1. Select provider.
2. Enter payer phone number.
3. Wait for account-holder validation.
4. Confirm the payment.
5. Track provider status until the collection succeeds, fails, or remains pending.

The system records the driving payment only after the provider confirms the mobile-money collection.

Payment details show summary, income/authority split, and accounting lines. The split tab is important where the product contains authority charges: discounts reduce school income, while authority payable remains tracked separately until remitted.

Payments can be reversed by permitted users. Reversal requires a reason and typed confirmation because it affects the student balance and financial history.

Waiting List

The waiting list manages students who cannot be immediately enrolled or scheduled.

Each entry captures student, product, preferred start date, preferred time slot, priority, status, and added date. Statuses include waiting, offered, enrolled, expired, and cancelled.

Use the waiting list when demand exceeds product capacity, vehicle availability, instructor availability, or preferred time slots.

Remove entries only when they are no longer needed, such as when the student is enrolled, declines the offer, or the request expires.

Follow-Ups

Follow-ups provide a task queue and a timeline.

The task queue tracks assigned work by due date, priority, source, status, due status, and latest outcome. Task statuses include open, in progress, snoozed, completed, cancelled, and missed.

Users can:

• Create a task.
• Log a follow-up event.
• View task details.
• Complete a task and optionally create the next task.
• Reschedule a task.
• Reassign a task.
• Cancel a task.
• Add notes and response feedback.

Follow-up event types include call, email, SMS, visit, note, payment reminder, and other. Outcomes include connected, no answer, left message, rescheduled, resolved, and other.

Use follow-ups for missed lessons, overdue payments, permit updates, student callbacks, and any manual action that should not be lost.

Agent Commissions

Agent Commissions tracks first-payment commissions by owner agent.

The commissions area shows total records, pending amount, paid amount, distinct agents, and per-agent totals. Commission rows show created date, student, agent, base amount, commission amount, status, paid date, and payment reference.

Commission users can mark pending commission records as paid and add a payment reference and notes.

Commission pricing tiers define how future commission amounts are assessed. Managers can create or bind a pricing setup, switch profiles, add tiers, edit tiers, and delete tiers. Existing commission rows remain unchanged when pricing tiers are edited; future assessments use the updated setup.

The exceptions area shows commission assessment failures and allows permitted users to reprocess open exceptions using the current pricing setup.

Good Operating Practices

• Keep student assignment and owner agent current before taking payments.
• Use the student detail view before correcting balances, permit charges, or follow-up gaps.
• Do not issue certificates when lessons, assessments, or completion evidence are incomplete.
• Do not pay authority money until the student has actually paid the authority portion.
• Use task notes and outcomes instead of informal comments outside the system.
• Review payment split and authority payable balances before finance close.

Related Guides

• Learner Enrollment To Certificate
• Driving School Setup
• Driving School Overview
• Payments Overview
• Assets