When a student tells you their enrolment form is locked, greyed out or won't let them submit, the cause is almost always one of four settings - plus the embargo, which looks similar but is a different problem entirely. Work through the checks below in order; the first three are form-wide, the fourth fixes a single student.
1. Check the enrolment phase is switched on
Go to Settings > Application Form to open "Customise Application Journey", and check the "Visible to Student" toggle on the "Enrolment Form" row. When it is off the row is greyed out and no applicant can open the form at all.
If your "Offer" phase is switched on, it sits in front of enrolment in the journey. Applicants only reach the enrolment form once they have responded to their offer and moved on to the enrolment phase, so students still sitting on the offer step will report the form as unavailable.
2. Check the enrolment phase activation time
The enrolment form stays closed to every applicant until its activation date and time passes - even when the phase is switched on and no lock toggles are set. The "Enrolment Form" card in the left-hand phase list shows the current value under "Enrolment phase activation".
To change it, click the pencil icon on that card and set "Phase Start Time" near the bottom of the phase settings window. Clear it, or set it to a time that has already passed, to open the form immediately.
3. Check the two lock toggles
In the same phase settings window you will find "Lock form after submission" and "Disable submissions", set separately for "Internal Applicants" and "External Applicants".
- "Disable submissions" is on- applicants who have not yet submitted cannot start the form or submit it. This is the setting behind "students can see the enrolment form but it says it is locked for editing".
- "Lock form after submission" is on- applicants who have already submitted cannot go back in and change anything. This is the setting behind "we enrolled them through the Enrolment App and now their form is locked".
Switch off whichever toggle applies, remembering to do it for internal and external applicants separately, then click "Update Phase" to save.
4. Reopen the enrolment form for a single student
The checks above open the form for everyone. To let one student back into their enrolment form, open their profile and click the "ENROLMENT STATUS" tile at the top.
Click "Change Enrolment Status".
Choose "Pending & Reset Steps". This sets the student's enrolment status back to "Pending" and clears their progress through the Enrolment Form phase, so they can log in and work through it again.
- The option only appears when the student's application status is "Completed", and only for staff whose role allows them to edit students.
- Do not confuse this with "Set to Incomplete & Reset Steps" in the profile's actions menu. That control never covers the Enrolment Form phase, so it will not reopen an enrolment form.
- Resetting clears the student's answers to the enrolment steps, so use it when you want them to redo the form rather than to make one small correction.
5. Rule out the embargo
If the student cannot log in at all - rather than logging in and finding the form greyed out - that is the embargo, not a form lock. The embargo blocks sign-in to the whole system for a set period, usually the day before results day, and it is not a per-form setting. You will find it at Settings > Enrolment Navigator, on the "Embargo" step.
A quick way to tell the two apart: if the student cannot reach their profile at all, check the embargo start and end times. If they log in fine but the enrolment form is greyed out or refuses their submission, work back through checks 1 to 3.
Still locked?
If you have worked through all five checks and the form is still closed, ask Emma using the button at the bottom right of your system - she can look at your form settings with you - or raise it with the Applicaa helpdesk.