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Scholarship Management
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Scholarship Management · Available now

Connect each scholarship decision to the learner's enrollment.

Scholarship Management connects a learner's application and approved support to the enrollment that gives the award its operating context. Each award holds its name, academic year, eligibility criteria and maximum amount, with a required link to an enrollment.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewEnrollment Requests
Scholarship Management · Enrollments

Enrollment Requests

Enrollments in one list

New enrollment
Enrollments in view
6
Requested
6
IdEnrollment labelLearnerCourseEnrolled atStatus
SCH-2026-0101Anaya Gupta, Public HealthLeila RahmanFoundations of Design23 OctRequested
SCH-2026-0102Kwame Mensah, Data MethodsAnaya GuptaResearch Practice26 OctRequested
SCH-2026-0103Leila Rahman, LeadershipKwame MensahCommunity Leadership Seminar26 OctRequested
SCH-2026-0104Mateo Silva, FieldworkLeila RahmanEnvironmental Fieldwork27 OctRequested
SCH-2026-0105Yuna Park, CommunicationSofia NguyenApplied Data Methods04 NovRequested
6 of 6 records
SCH-2026-0101Enrollments · ENR-54691
Requested
Enrollment labelAnaya Gupta, Public Health
LearnerLeila Rahman
CourseFoundations of Design
Enrolled at23 Oct
Approve enrollmentENR-54691 · SCH-2026-0101

Administrator decides whether the requested course place meets the enrollment conditions.

Waiting for Administrator
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
16
Roles with set permissions
7
Reports and dashboards
8
Features

Keep learner applications and next actions visible

Every feature works on the same records. Pick one to see the screen your team works in.

Learners and Enrollment

Establish the learner and eligible course place that give a scholarship application its operating context.

  • Learner identity
  • Course place
  • Scholarship context
  • Learners
  • Enrollments
  • Courses
  • Class sessions
  • People
Explore learners and enrollment
OverviewMy Courses
Scholarship Management · Learners and Enrollment

My Courses

Courses

New
Course codeNameCapacityStarts atEnds atStatus
PHL-201Introduction to Public Health71023 Oct27 OctPlanned
DAT-214Applied Data Methods33031 Oct04 NovOpen
LDR-110Community Leadership Seminar86014 Oct16 OctActive
ENV-225Environmental Fieldwork91021 Oct30 OctCompleted
COM-132Business Communication45026 Oct04 NovPlanned
6 of 6 records
PHL-201Courses · CRS-59614
Planned
NameIntroduction to Public Health
Capacity710
Starts at23 Oct
Ends at27 Oct
InstructorOmar Farouk
Example screen with sample data
Process

From course place to scholarship follow-through

Enrollment to scholarship follow-through ships ready to use. 3 steps need a named approval before the work moves on: Approve enrollment (Administrator), Approve scholarship (Scholarship Reviewer) and Review learning outcomes (Assessment Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request enrollment

    Administrator prepares the learner's request against the intended course.

    SCH-2026-0101ENR-54691 · Administrator
    Request enrollmentBy Administrator

  2. Approve enrollment

    Administrator reviews eligibility, course readiness, capacity and duplicates before activating the place.

    SCH-2026-0101ENR-54691 · Administrator
    Approve enrollmentBy Administrator
    ApprovalAdministrator decides whether the requested course place meets the enrollment conditions.

  3. Submit application

    Scholarship Officer submits the learner and award against the correct enrollment context.

    SCH-2026-0101ENR-54691 · Scholarship Officer
    Submit applicationBy Scholarship Officer

  4. Approve scholarship

    Scholarship Reviewer decides eligibility and the approved amount under the award's criteria.

    SCH-2026-0101ENR-54691 · Scholarship Reviewer
    Approve scholarshipBy Scholarship Reviewer
    ApprovalScholarship Reviewer decides whether the learner qualifies and which amount is approved.

  5. Record disbursement

    Finance Officer records the approved application's outcome after the agreed confirmation handoff.

    SCH-2026-0101ENR-54691 · Finance Officer
    Record disbursementBy Finance Officer

  6. Review learning outcomes

    Assessment Reviewer checks graded results before full course completion can be applied.

    SCH-2026-0101ENR-54691 · Assessment Reviewer
    Review learning outcomesBy Assessment Reviewer
    ApprovalAssessment Reviewer verifies the graded results used to complete the learner's course enrollment.

Start with Approve the learner's enrollment

Inside a record

Connect learning evidence and finance confirmation

Open any enrollment to see its scholarship awards, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Enrollment label, Learner, Course and Enrolled at.

  2. 2
    Scholarship awards

    Each line is linked to this enrollment.

  3. 3
    Who works on it

    Administrator, Instructor and Assessment Reviewer, each with their own permissions.

  4. 4
    Process stages

    Request enrollment and Approve enrollment, with the role that acts.

  5. 5
    Approvals

    Approve enrollment and Approve scholarship, with who decides.

Enrollment RequestsSCH-2026-0101
Scholarship Management · Enrollments

SCH-2026-0101

Anaya Gupta, Public Health · Requested

Log activity
1
Record details
Enrollment labelAnaya Gupta, Public Health
LearnerLeila Rahman
CourseFoundations of Design
Enrolled at23 Oct
2
Scholarship awards

SCH-2026-0101

IdAward nameAcademic year
SCH-2026-0101Community leadership award2023-24
SCH-2026-0102First generation scholars award2024-25
SCH-2026-0103Science pathway award2025-26
Scholarship awards
6
Total maximum amount
3,970
3

Who works on it

  • AdministratorManage Learners, Courses, class sessions, Enrollments
  • InstructorManage Attendance, Assessments, assessment results
  • Assessment ReviewerView Learners, Courses, class sessions, Enrollments…
4

Process stages

  • Request enrollmentAdministrator
  • Approve enrollmentAdministrator
5

Approvals

  • Approve enrollmentAdministrator
    Approved
  • Approve scholarshipScholarship Reviewer
    Waiting
Example screen with sample data
Approvals

Give each eligibility and review decision an owner

Decides eligibility and the approved amount under the agreed award rule.

OverviewApprovals
Scholarship Management · Overview

Approvals

Signed in as Administrator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • AR-11111SCH-2026-0101
    Isabel CruzRequested by Administrator
    Submitted0dActions
  • AR-97541SCH-2026-0102
    Sofia NguyenRequested by Administrator
    Submitted4dActions
  • AR-81657SCH-2026-0103
    Mateo SilvaRequested by Administrator
    Submitted4dActions
  • AR-69445SCH-2026-0104
    Anaya GuptaRequested by Administrator
    Submitted4dActions

Who approves what

DecisionApprover
Approve enrollmentAdministrator reviews eligibility, course readiness, capacity and duplicates before activating the place.Administrator
Approve scholarshipScholarship Reviewer decides eligibility and the approved amount under the award's criteria.Scholarship Reviewer
Review learning outcomesAssessment Reviewer checks graded results before full course completion can be applied.Assessment Reviewer
Approve EnrollmentsAdministrator
Approve assessment resultsAssessment Reviewer
Approve scholarship applicationsScholarship Reviewer
6 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Scholarship Management to the work that is theirs. Pick a role to see what it starts with.

Administrator

Maintains learner and course records and approves eligible course places.

This is the first screen this role sees.

OverviewSubmitted Results

Submitted Results

Assessment results · Administrator

IdLearnerAssessmentScoreSubmitted atStatus
SCH-2026-0101Isabel CruzLaboratory skills assessment9012 OctSubmitted
SCH-2026-0102Sofia NguyenCommunity service reflection7524 OctSubmitted
SCH-2026-0103Mateo SilvaLaboratory skills assessment3525 OctSubmitted
SCH-2026-0104Anaya GuptaCapstone proposal6014 OctSubmitted
SCH-2026-0105Leila RahmanCommunity service reflection2520 OctSubmitted
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Explain application progress and learner context

Review applications, approved support, course evidence and learner balances with their operating meaning intact.

Overview
Scholarship Management · Overview

Scholarship Management dashboard

This quarter

Scholarship applications in view
6
Total approved amount
3,820
Submitted
6

Enrollments by status

How far records got this quarter

StageReachedStep
Requested29
Approved517%
Active240%
Completed150%

Number of enrollments by status

Sample counts per stage

100
-10Requested
0Approved
10Active
10Completed
-30Withdrawn
Example screen with sample data
  1. 01Application State and Amount by Award

    Which applications are submitted, under review, approved or recorded as disbursed, and what amounts do they carry?

  2. 02Award Limit Review

    How does an application's approved amount compare with the linked award maximum and enrollment context?

  3. 03Enrollment Course Progress

    Which learners hold active course places and which enrollments have completed or withdrawn?

  4. 04Course Attendance Exceptions

    Which learner-session records are marked Absent or Excused and need the teaching team's attention?

  5. 05Assessment Review Progress

    Which results remain Submitted or Graded before the course review is complete?

  6. 06Learner Fee Balance

    What charge and paid amounts are recorded for the learner, and which states require finance follow-up?

  7. 07Disbursement Status Register

    Which applications are recorded as Disbursed with their learner, award and approved amount?

  8. 08Session Timing Review

    Review session start, end, room and status alongside the course and its instructor for the teaching schedule discussion.

All reports and dashboards

Who it's for

Fit the program your learners attend

See how Scholarship Management fits your kind of team.

College scholarship offices

Connect application decisions to the learner's actual enrollment and the award criteria used by the office.

Vocational training providers

Review learner support alongside course places, attendance and authenticated assessment decisions.

Continuing education programs

Keep learner support, short-course participation and fee follow-up understandable across the program team.

Controls

Check the learner and course before advancing work

Each stage of enrollment to scholarship follow-through names the role that acts and the status it records, so a change is never anonymous.

OverviewEnrollment to scholarship follow-through
Scholarship Management · Process

Enrollment to scholarship follow-through

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
3
Roles involved
6
Tables touched
9
Approve enrollmentApproval
Administrator
StatusRequested → Active
RecordsClass sessions, Enrollments, Learners
Review eligibility
Scholarship Reviewer
StatusSubmitted → Review
RecordsAssessment results, Attendance, Enrollments
Approve scholarshipApproval
Scholarship Reviewer
StatusReview → Approved
Enrollment to scholarship follow-through
  1. Start
    Approve enrollmentRequested → Active
    Class sessions
  2. Step
    Review eligibilitySubmitted → Review
    Assessment results
  3. Approval
    Approve scholarshipReview → Approved
    Scholarship Reviewer
  4. Step
    Record disbursementApproved → Disbursed
    Learners
  5. Step
    Record attendance and scoresSubmitted → Graded
    Assessments
Example screen with sample data

See each stage in detail

AI agent

Prepare the context for the next decision

Prepare learner context and review questions while named staff retain scholarship and learning decisions.

It can

  • Administrator: Gather the learner, course and existing enrollment context before the course-place decision.
  • Scholarship Officer: Show submitted applications with their award criteria and linked enrollment so the officer can prepare review.
  • Scholarship Reviewer: Compare the application amount with the award maximum and collect the relevant learning context for the decision.
  • Finance Officer: List approved applications awaiting the confirmation handoff and summarize the learner's separate fee position.

Stays with a person

  • The assistant cannot decide a learner's eligibility, verify an external payment or replace the authenticated assessment review.
  • It must work under the acting staff member's permissions and use the permitted transition action.
  • A recorded Disbursed state does not authorize a bank transfer or establish a fee allocation.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Scholarship Management
  • Student information system
  • Learning system
  • Document storage
  • Finance and payment systems
  • Fee accounting system
  • Communication services
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Learners and Enrollment5
  • Scholarship Awards5
  • Application Review7
  • Award Disbursement5
  • Learning Evidence8
  • Fees and Follow-up4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Choose the learner case

    Select a familiar course and scholarship example. Name the enrollment owner, scholarship officer, reviewer and finance contact who will carry the case through its decisions.

  2. Prepare identity and courses

    Map staff to user accounts and reconcile learner identity. Set course capacity, dates, sessions and expected assessments before approving new places.

  3. Agree the award rule

    Record the award name, academic year, criteria and maximum amount against the intended enrollment. Agree the monetary convention and the evidence needed for approval or rejection.

  4. Run the application flow

    Approve a valid enrollment, submit the scholarship application and review the amount. Inspect the saved learner, award and enrollment links after each handoff.

  5. Rehearse learning and finance

    Record attendance, validate a score and review all required course results. Separately obtain the finance confirmation needed to record Disbursed and reconcile any fee allocation through its owning procedure.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Scholarship Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Scholarship Management for your business. Begin with a familiar learner, course enrollment and award example. Rehearse the eligibility decision, approved amount and finance confirmation with the people who will run the first cycle.

What connects an application to a course?

The application references a learner and an award. The award links to an enrollment, which identifies the learner and course. Check that path during preparation so the reviewer considers the intended course place.

What does enrollment approval check?

Administrator reviews learner eligibility, course state, capacity and duplicate enrollment. A valid approval activates the enrollment, sets the learner Enrolled and returns the course's class sessions for the next handoff.

Where are award criteria and limits recorded?

The award record contains its name, academic year, eligibility criteria and maximum amount. Scholarship Reviewer compares that basis with the application and agrees the approved amount under the program's rule.

Who reviews the scholarship application?

Scholarship Officer prepares the learner and award context. Scholarship Reviewer makes the eligibility and amount decision. Agree the permitted staff actions and the procedure for non-approved applications during setup.

How do we confirm disbursement?

Finance Officer obtains confirmation from the finance or banking team responsible for the payment, then records the approved application as Disbursed. Agree the confirmation source and correction procedure during setup.

How is scholarship support applied to a learner's fee?

A fee has its own charge amount, paid amount and status. Use an explicit finance allocation and reconciliation handoff when scholarship support settles a charge, then update the fee through the agreed procedure.

How can learning evidence support an application?

Attendance and assessment results provide the learner's course context. Scholarship Reviewer uses the facts required by the award's written criteria. Academic evidence does not replace the scholarship decision or automatically determine its amount.

When does an enrollment complete?

Instructor records valid scores and Assessment Reviewer checks the results under the verified staff identity. Completion follows when all required course results have been reviewed. Rehearse an incomplete result set before relying on the completion rule.

What should we test before the first cycle?

Test a duplicate enrollment, full course, incorrect application link and unauthorized staff action. Record the same attendance pair again, enter an excessive score and leave a required result unreviewed. Rehearse outstanding payment confirmation and a separate fee allocation before recording the final finance outcome.

Set up Scholarship Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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