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Conversion is the single action that bridges the admissions process and the rest of the student information system. When you convert an accepted application, Edurie atomically creates a permanent Student record, an Enrollment for the academic period, and individual class enrollments for every pre-enrolled class — and generates a draft billing invoice in one step. Understanding exactly what conversion does (and what it requires) ensures your first-day-of-class data is accurate and complete.

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What conversion creates

Clicking Convert to student on a cleared application produces the following records in a single step:
Created recordWhat it is
StudentThe applicant’s permanent student profile, seeded from their application details. Assigned a new immutable student number.
Institution membershipLinks the student’s account to your school.
EnrollmentThe academic-period enrollment for the student, created for the cycle’s academic period.
Class enrollmentsOne active class enrollment per pre-enrollment class attached to the application.
Draft invoiceGenerated automatically from the applicable fee structure. No separate billing action needed.

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Prerequisites for conversion

Both of the following conditions must be met before the Convert to student action becomes available:

Application status: accepted

The application must have been explicitly accepted by a staff member via the Accept action. Waitlisted or under-review applications cannot be converted.

Enrollment clearance issued

A registrar must have issued enrollment clearance using the Clear for enrollment action. This is the formal sign-off that all checks — documents, identity risk, and capacity — have passed.
You can verify both conditions on the application detail page. The Convert to student button is only enabled when the application is accepted and enrollment clearance has been granted.

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How student numbers are assigned

Every student in Edurie is issued a unique Student Number in the format YYYY-NNNNN, where YYYY is the four-digit year and NNNNN is a zero-padded sequential counter scoped to your institution. Example: 2025-00042 is the 42nd student enrolled at your institution in 2025. Student numbers are:
  • Assigned at conversion — never before. Draft or even accepted applications do not yet have a student number.
  • Immutable — once issued, a student number never changes, even if the student re-enrolls in a later academic period or changes programs.
  • Institution-scoped — student numbers are unique within your Edurie account. Two institutions on the same platform will never have conflicting student numbers.

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How pre-enrollment becomes class enrollments

Every class attached to the application’s pre-enrollment list is converted into an active class enrollment at the moment of conversion. Once conversion completes, these class enrollments appear in the student’s schedule and are available for grading and attendance tracking. Only active pre-enrollment entries are converted. Any entries that were removed or frozen before conversion (for example, because the application was previously rejected and later reinstated) are not included.
Verify the applicant’s pre-enrollment class load before issuing clearance. Any additions or changes to classes after conversion require using the standard enrollment management workflow — they cannot be made through the admissions module.

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How billing is triggered

Edurie generates a draft invoice automatically when conversion completes. The invoice is calculated using the fee structure applicable to the applicant’s program, academic level, and enrolled class load. You do not need to take any manual billing action. The draft invoice appears in the Billing module immediately after conversion. From there, the billing team can review line items, apply discounts or scholarships, and finalize the invoice before sending it to the student.
Invoices are generated only at the moment of conversion — not when an application is accepted, not when clearance is issued, and not when pre-enrollment classes are added. If you need to run a cost projection for an applicant before conversion, use the Cost projection feature on the application’s Pre-enrollment tab.

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The full conversion workflow

1

Confirm prerequisites

Open the application and confirm that its status is accepted and that the Enrollment clearance badge shows a clearance date. If either is missing, complete the missing step first.
2

Review pre-enrollment

Open the Pre-enrollment tab and confirm the applicant’s class load is correct. This is your last opportunity to add or remove classes before the enrollment is created.
3

Check identity risk

Review the identity risk indicator at the top of the application. The level must be clear or warning — a blocked level will prevent conversion. Resolve any blocking matches before proceeding.
4

Click Convert to student

Click the Convert to student button in the Actions menu. Edurie will:
  1. Create the student profile and link it to your institution
  2. Assign and lock the student number
  3. Create the Enrollment for the academic period
  4. Convert all pre-enrollment classes into active class enrollments
  5. Generate a draft billing invoice
  6. Set the application status to enrolled
5

Record and share credentials

The conversion confirmation dialog shows the newly assigned Student Number and any access credentials provisioned for the student. Note these down and share them with the student through your institution’s onboarding process.
6

Review the draft invoice

Navigate to Billing and locate the draft invoice for the new student. Verify the line items, apply any applicable discounts or scholarships, and finalize the invoice when ready.

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Retrying conversion safely

Triggering conversion on an application that is already enrolled is safe — Edurie returns the existing student and enrollment records without creating duplicates. You can safely retry a conversion if it was interrupted, without risk of double-billing or duplicate student records.

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What the student record is seeded from

The student profile is created from the information declared on the application — not from the applicant’s live Edurie account profile. If there is a discrepancy between the two (for example, if the applicant updated their account name after submitting), the application values take precedence. Review the applicant details on the application before converting to ensure the legal name and contact information are correct.
This design ensures that the official student identity is based on the information the applicant declared at application time, which may have been verified against supporting documents. After conversion, any corrections to the student’s official identity should be made in the Students module, not on the application.