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Registrations

Flow supports related workflows for course and group registrations. Group registration is the primary functionality: students who are eligible for a course can select one of its available groups within rules defined by the university. Course registration is also available for institutions whose campus management system does not provide student-to-course assignments.

Group registration​

The Group Registration module allows an institution to mark courses for which students must select their own group. Eligible students see these courses in Flow. For each course, they can view the available groups, the current number of registrations, the configured capacity, and their current group.

A student can register for one group within a course. Flow prevents registration when the selected group is full or the registration period is closed. Depending on the course settings, students can also change groups or leave their current group after registering.

Group capacities and registration periods​

Administrators can define the following controls:

  • the maximum number of students in a group;
  • the start and end of the group-registration period; and
  • whether students may change or leave their group after registering.

These values can be defined as defaults for a semester and then adjusted for individual courses. They can also be provided by the university data importer. When a value is supplied by an importer, it remains controlled by the source system and cannot be overwritten from the corresponding Flow course setting.

Semester defaults are managed under Semesters. Course-specific values are available from the course settings to users with the required permissions.

Student group changes​

When group changes are allowed, a student can move to another group with available capacity or leave the current group. When changes are disabled, the first successful selection remains fixed unless an authorised staff member changes the assignment.

Flow checks capacity again when the change is submitted. This prevents two students from occupying the final available place in a group at the same time.

Staff management and permissions​

Administrators and Organization managers can assign students to groups or remove an existing assignment. Lecturers can also be allowed to move students into groups they teach. A separate configuration determines whether lecturers may exceed a group's capacity when performing a manual assignment.

The Groups manager role allows selected users to change group capacities and registration periods for the courses within their responsibility. Group settings also allow authorised users to add or remove lecturers for an individual group. Lecturer assignments supplied by an importer remain controlled by the source system and cannot be removed in Flow.

Flow records group-assignment changes with the responsible user and time of the change. This history allows university staff to understand whether an assignment came from the student or from an authorised user.

Course registration through attendance check-in​

Course registration is intended for cases where the campus management system does not provide information about which courses a student attends. When automatic course registration through check-in is enabled, a student can be registered for a course by scanning its attendance QR code. Flow creates both the course registration and the group assignment needed for that attendance record.

This workflow currently has the following limitations:

  • the course must have exactly one group;
  • registration is initiated through the attendance QR code rather than a separate course-registration interface; and
  • students cannot unregister themselves from the course in Flow.

Institutions should therefore use this option only for course structures that match these constraints. Courses with multiple groups should use the group-registration workflow instead.

Use by other modules​

The completed group assignment determines which course events a student can access and which events accept their attendance. When enabled, the Digital Attendance List uses it to associate attendance with the correct group, while Microsoft Teams synchronisation can use course and group membership when assigning students to teams and channels.