Version: Next

Submission Review

Once participants submit their forms, submissions appear in the staff review queue. Staff can inspect the data, flag fields, request corrections, reject, or approve (which triggers the roster import).

Submission statuses

Status	Description
`draft`	Participant is still filling in the form
`submitted`	Ready for staff review
`needs_correction`	Staff sent back a correction request
`resubmitted`	Participant corrected and resubmitted
`approved`	Accepted by staff; import triggered
`rejected`	Permanently rejected
`imported`	Successfully written to the person record
`cancelled`	Withdrawn before approval

Review queue

Navigate to Foundation -> Self-Service Registration -> Submissions.

Submission review queue showing list of submissions with status badges, names, and action buttons

The review queue. Filter by status to focus on what needs attention. Each row shows the participant name, submission status, when they submitted, and quick action buttons (Review / Request Correction / Approve).

Filter the queue by:

sessionId - limit to one registration session
status - e.g. show only submitted or needs_correction
personType - teacher or student
classDivisionId - class teacher view (when classTeacherOnly: true)
search - name or code search

const { data } = useRegistrationSubmissions({
  sessionId: "...",
  status: "submitted",
});

Hook: useRegistrationSubmissions(params)

Submission record fields

Submission detail view showing participant data, validation warnings, field review annotations, and action bar

The submission detail view. Left panel shows the participant's submitted data. Right panel shows review annotations, validation warnings, and the action bar (flag fields / request correction / approve / reject).

Field	Description
`payload`	Raw form data as submitted by the participant
`normalizedIdentity`	Server-extracted key fields (name, DOB, phone, guardian info, placement IDs)
`validationSummary`	Server-computed warnings and missing required fields
`sourceDocument`	Any supporting document upload reference
`version`	Incremented on every save/resubmit - used for optimistic lock checks
`correctionMessage`	Shown to participant when status is `needs_correction`
`reviewNotes`	Internal staff notes (not shown to participant)
`rejectionReason`	Shown to participant on rejection
`teacherDetails`	Expanded teacher-specific data (subjects, department, class teacher role)

Review actions

Field-level review

Staff can annotate individual fields without changing the submission status. Use this to flag questionable values for colleagues or for your own tracking before making a final decision.

const review = useReviewRegistrationSubmissionFields();
review.mutate({
  submissionId: "...",
  data: {
    version: 3,
    fieldReviews: {
      "firstName": { status: "ok" },
      "dateOfBirth": { status: "flagged", note: "Looks wrong - born 2045?" },
    },
    reviewNotes: "Check DOB before approving.",
  },
});

API: PATCH /registrations/submissions/{id}/review-fields
Hook: useReviewRegistrationSubmissionFields()

Request correction

Correction dialog showing message field and flagged fields highlighted in the submission

The request correction dialog. Staff enter a message visible to the participant and can flag specific fields. The flagged fields are highlighted when the participant re-enters their code.

Send the submission back to the participant with a specific message explaining what needs to be fixed.

const requestCorrection = useRequestRegistrationCorrection();
requestCorrection.mutate({
  submissionId: "...",
  data: {
    version: 3,
    message: "Please provide a valid date of birth. The year entered appears incorrect.",
    fieldReviews: {
      "dateOfBirth": { status: "flagged" },
    },
  },
});

Submission status moves to needs_correction.
Access code status moves to needs_correction.
The message is surfaced to the participant when they re-enter their code.
Participant resubmits -> status moves to resubmitted.

API: POST /registrations/submissions/{id}/request-correction
Hook: useRequestRegistrationCorrection()

Reject

Permanently reject a submission with a reason.

const reject = useRejectRegistrationSubmission();
reject.mutate({
  submissionId: "...",
  data: {
    version: 3,
    reason: "Identity could not be verified. Please contact the school office.",
  },
});

The reason is stored on the submission. The participant cannot resubmit after rejection.

API: POST /registrations/submissions/{id}/reject
Hook: useRejectRegistrationSubmission()

Approve and import

Bulk approve dialog showing selected submissions list with import policy options

The bulk approve confirmation dialog. Select multiple submitted records, set the import mode, and confirm. Results show per-submission success or error after processing.

Single approval
Bulk approval

Approving a submission triggers the roster import. You can supply corrections to apply during import without asking the participant to resubmit.

const approve = useApproveRegistrationSubmission();
approve.mutate({
  submissionId: "...",
  data: {
    version: 3,
    approvalNotes: "Verified against admission file.",
    fieldCorrections: {
      "dateOfBirth": "2010-03-15",
    },
    importPolicy: {
      mode: "update_existing_or_create",
      createStudentPortalAccount: true,
      createGuardianPortalAccount: false,
      syntheticStudentUserWhenNoEmail: true,
    },
  },
});

The response (ApproveRegistrationSubmissionResult) includes:

officialStudentId / officialTeacherId - the resulting person record ID
createdGuardianIds / updatedGuardianIds - guardian records touched
eventsPublished - domain events raised (e.g. student.created, teacher.updated)

API: POST /registrations/submissions/{id}/approve
Hook: useApproveRegistrationSubmission()

Approve multiple submitted or resubmitted submissions from the same session at once.

const bulkApprove = useBulkApproveRegistrationSubmissions();
bulkApprove.mutate({
  sessionId: "...",
  data: {
    submissionIds: ["id1", "id2", "id3"],
    approvalNotes: "End-of-day batch approval",
  },
});

The response contains a per-submission results array with status: "success" | "error" and the individual result or error message. Partial failure is expected - process the results array to identify any that need manual attention.

API: POST /registrations/sessions/{id}/submissions/bulk-approve
Hook: useBulkApproveRegistrationSubmissions()

Import modes

Mode	Behaviour
`update_existing_or_create`	Update if a matched record exists; create a new record otherwise
`update_existing_only`	Only update existing records; skip if no match found
`create_new_only`	Always create a new record; skip if a match already exists

Portal account creation

The importPolicy on an approval controls whether portal accounts are created:

Flag	What it does
`createStudentPortalAccount`	Create a `User` account linked to the new/updated student
`createGuardianPortalAccount`	Create `User` accounts for guardian contacts
`syntheticStudentUserWhenNoEmail`	Create a synthetic user (username-only) when the student has no email address

Manual submission (paper capture)

Staff can submit on behalf of a participant - for example when a form was completed on paper and needs to be entered into the system.

const manual = useCreateManualRegistrationSubmission();
manual.mutate({
  sessionId: "...",
  data: {
    source: "admin_paper_capture",
    studentId: "existing-student-id",  // optional - link to existing record
    payload: { firstName: "Jane", lastName: "Doe", ... },
    submitImmediately: true,  // bypass draft state
  },
});

source options:

teacher_mobile_paper_capture - teacher entered on behalf of a student in the field
admin_paper_capture - admin office entry from a physical form

API: POST /registrations/sessions/{id}/manual-submissions
Hook: useCreateManualRegistrationSubmission()

Class teacher view

Class teachers only see submissions for their assigned class divisions. Pass classTeacherOnly: true in the list params to activate this scoping on the query. The ClassTeacherRegistrationDashboard aggregates pending counts across all the teacher's classes.

API quick reference

Operation	Method + Path	Hook
List submissions	`GET /registrations/submissions`	`useRegistrationSubmissions(params)`
Get submission	`GET /registrations/submissions/{id}`	`useRegistrationSubmission(id)`
Review fields	`PATCH /registrations/submissions/{id}/review-fields`	`useReviewRegistrationSubmissionFields()`
Request correction	`POST /registrations/submissions/{id}/request-correction`	`useRequestRegistrationCorrection()`
Reject	`POST /registrations/submissions/{id}/reject`	`useRejectRegistrationSubmission()`
Approve	`POST /registrations/submissions/{id}/approve`	`useApproveRegistrationSubmission()`
Bulk approve	`POST /registrations/sessions/{id}/submissions/bulk-approve`	`useBulkApproveRegistrationSubmissions()`
Manual submission	`POST /registrations/sessions/{id}/manual-submissions`	`useCreateManualRegistrationSubmission()`

Submission statuses​

Review queue​

Submission record fields​

Review actions​

Field-level review​

Request correction​

Reject​

Approve and import​

Import modes​

Portal account creation​

Manual submission (paper capture)​

Class teacher view​

API quick reference​