Add a New Student

Adding a new student to Mosaic involves creating the student record, connecting them to a family, adding their guardians, and filling in important details. This guide walks you through each step.

Required Access

Admissions — Edit

Default roles: School Admin, Admissions, Office Staff

Accepting or denying students additionally requires the Admissions: Admin permission level.

Sibling of an Existing Family?

If the new student is a sibling of a student who is already in the system, skip to the Adding a Sibling section below. It is faster and automatically links the student to the correct family.

Step 1 — Create the Student Record

1. Navigate to Students → Admissions.
2. Click the New Student button in the top-right corner.
3. A dialog will appear with a form on the left and a Similar Existing Contacts panel on the right. Fill in the required fields:
   • First Name (required)
   • Last Name (required)
   • Gender (required)
   • Birthdate (required)
   • Preferred Language (required)
   • Grade Level (required)

Handling Similar Contacts

As you type the student’s first and last name, Mosaic automatically searches for people who already exist in the system with similar names. This helps prevent duplicate records.

• If similar contacts appear on the right side of the dialog, review each one carefully. You can expand a row to see more details such as birthdate, gender, and current status.
• If the student already exists (for example, they were previously enrolled or exist as a contact), click their row and then click Proceed to convert that existing person into a student instead of creating a duplicate.
• If none of the suggestions match, check the checkbox at the bottom of the dialog that says “I have reviewed the suggestions and this person is not already in the system”, then click Create New Contact.

Avoid Duplicates

Creating a duplicate record can cause data inconsistencies across the system — grades, attendance, and family information may be split between two profiles. Always review the suggestions carefully before creating a new contact.

After the student is created, you will be automatically redirected to their Enrollment page.

Step 2 — Create the Family Record

Every student in Mosaic belongs to a family. A family groups siblings together and links them to their guardians, home address, and financial account.

1. From the student’s profile, click the Family tab.
2. Click Create or select family.
3. Enter the Family Name (e.g., “Smith, John & Maria”) and Preferred Language.
4. Just like with contacts, Mosaic will search for similar existing families. Review the suggestions:
   • If the family already exists, select it to link the student to that family.
   • If this is a new family, check the confirmation checkbox and click Create New Family.

Step 3 — Add Guardians

Once the student has a family record, add the parent(s) or guardian(s):

1. From the student’s Family tab, click the New Guardian button.
2. Fill in the guardian’s information:
   • Relationship (required — e.g., Father, Mother, Guardian)
   • First Name (required)
   • Last Name (required)
   • Gender (auto-filled based on relationship)
   • Cellphone
   • Email
   • Preferred Language (required)
3. As with students, Mosaic will search for similar existing contacts. Review the suggestions:
   • If the guardian already exists (perhaps as a parent of another student), select them to link to this family rather than creating a duplicate.
   • If this is a new person, check the confirmation checkbox and click Create New Contact.
4. Repeat for each additional guardian.

Step 4 — Fill in Important Details

With the student, family, and guardians created, fill in the remaining enrollment information. From the student’s Enrollment tab, you will find the following sections:

Enrollment Status (Current Year)

Click the Edit button on the Enrollment Status panel to set:

• Grade Level — should already be set from Step 1

• Section — the student’s grade section, if applicable

• Homeroom — assign a homeroom teacher

• Status — the student’s enrollment status:

  Code	Status	Description
  A	Applied	New applicant, not yet accepted
  L	Waitlist	On the waiting list
  P	Accepted	Accepted but not yet enrolled
  E	Enrolled	Actively attending classes
  R	Returning confirmed	Confirmed for the next school year
  C	Returning unconfirmed	Not yet confirmed for next year
  W	Withdrawn	Left the school midyear
  T	Transfer	Transferred to another school
  H	Homeschool	Homeschool student
  I	Inactive	No longer active

• Category — classifies how the student entered enrollment:

  Code	Category	Description
  S	New student	First-time enrollment at this school
  R	Returning	Continuing from a previous year
  M	Maybe	Enrollment not yet confirmed
  N	No	Will not be returning
  W	Withdrawn	Withdrew from enrollment
  P	Part time	Enrolled on a part-time basis

Student Details

Click the Edit button on the Student Details panel to add:

• Preferred Name — if different from legal first name
• Legal Name — legal first and last name
• Student Language Preferences — up to three languages
• Family Report Language — the language for report cards and family communications

Demographics

Click the Edit button on the Demographics panel to add:

• Former School
• Nationality, Ethnicity, Religion
• Home Language
• Other demographic fields as needed

Admissions Process

Fill in admissions tracking details:

• Application Complete Date
• Evaluation Date and results summary
• Interview Date and results summary
• First Day of school

Step 5 — Add Siblings (If Applicable)

If the student has siblings who also need to be enrolled, the most efficient method is to add them directly from the existing student’s profile:

1. From the student’s Enrollment tab, find the Siblings panel on the right side.
2. Click the New Sibling button.
3. Fill in the sibling’s information (same fields as Step 1).
4. The sibling will automatically be linked to the same family — no need to repeat Steps 2 and 3.
5. Complete Step 4 for the new sibling.

Adding a Sibling

If you know that the new student’s family already exists in Mosaic (because a sibling is already enrolled), the fastest path is:

1. Navigate to the existing sibling’s profile — use the Students list or the omnisearch to find them.
2. Go to their Enrollment tab.
3. In the Siblings panel, click New Sibling.
4. Fill in the new student’s information and complete the enrollment details.

This approach automatically links the new student to the correct family, guardians, and financial account, saving significant time.

Accepting a Student

Once the enrollment information is complete and the student has been reviewed by the admissions team:

1. From the student’s Enrollment tab, the Accept and Deny buttons will appear when the student’s status is Applied and their family report language is set.
2. Click Accept to approve the student’s enrollment.
3. Enter the student’s First Day of school.
4. Mosaic will automatically:
   • Update the enrollment status to Potential
   • Record the acceptance date and the accepting user
   • Send an email notification to the student’s guardians

Note

Only users with the Admissions: Admin permission level can accept or deny students. After acceptance, change the status to Enrolled when the student officially begins classes.

FAQ

What should I do if I accidentally created a duplicate student?

Contact your system administrator. Duplicate records need to be manually merged or removed at the database level to avoid data inconsistencies.

Can I add a student without creating a family?

Yes, the student record can exist without a family, but it is strongly recommended to create the family record as soon as possible. Many features in Mosaic — including guardian communication, financial accounts, and report card delivery — depend on the family being set up.

What is the difference between enrollment statuses?

See the Status table in Step 4 above.