Admit a student (end-to-end)

This guide covers the complete admissions pipeline—from initial prospect capture through final enrollment and class assignment. The system supports multiple entry points and workflow stages to accommodate different admission scenarios.

What this guide covers

• Admissions pipeline overview and stage definitions
• Prospect management and lead tracking
• Application creation and submission
• Document collection and verification
• Decision workflow and offer management
• Enrollment creation and class assignment
• Alternative paths (direct admission, waitlist promotion)

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Before you start

Required setup

Ensure the following are configured:

Requirement	Location	Purpose
Academic year	Foundation → Academic Years	Target enrollment period
Terms	Foundation → Terms	Term structure for the year
Grade levels	Foundation → Grade Levels	Available grade levels
Class divisions	Foundation → Class Divisions	Classes for student assignment
Admission cycle	Admissions → Cycles	Active admission period
Admission programs	Admissions → Programs	Available programs/streams

Required permissions

Permission	Description
admissions.prospects.create	Create and manage prospects
admissions.applications.create	Create applications
admissions.applications.edit	Update application pipeline stage
admissions.decisions.create	Issue admission decisions
admissions.offers.create	Generate admission offers
admissions.enrollments.create	Create enrollment records

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Admissions pipeline overview

The system tracks applications through defined pipeline stages:

┌─────────────┐    ┌───────────────┐    ┌──────────────────┐    ┌────────────────┐
│   draft     │ → │   submitted   │ → │    screening     │ → │  awaiting_exam │
└─────────────┘    └───────────────┘    └──────────────────┘    └────────────────┘
                                                                        │
                                                                        ▼
┌─────────────┐    ┌───────────────┐    ┌──────────────────┐    ┌────────────────────┐
│  enrolled   │ ← │ offer_accepted│ ← │    offer_sent    │ ← │ decision_pending   │
└─────────────┘    └───────────────┘    └──────────────────┘    └────────────────────┘
                                                                        │
                          ┌─────────────────────────────────────────────┴─────┐
                          ▼                                                   ▼
                   ┌─────────────┐                                     ┌───────────┐
                   │  withdrawn  │                                     │  rejected │
                   └─────────────┘                                     └───────────┘

Pipeline stages

Stage	Description	Next possible stages
draft	Application being drafted	submitted, withdrawn
submitted	Submitted by applicant	screening, withdrawn
screening	Initial review in progress	awaiting_exam, awaiting_interview, decision_pending, rejected
awaiting_exam	Awaiting entrance examination	decision_pending, rejected
awaiting_interview	Awaiting interview	decision_pending, rejected
decision_pending	Decision awaiting approval	offer_sent, rejected
offer_sent	Admission offer sent	offer_accepted, withdrawn
offer_accepted	Offer accepted by applicant	enrolled
enrolled	Student enrolled	— (terminal)
withdrawn	Withdrawn by applicant	— (terminal)
rejected	Rejected by school	— (terminal)

Application status

Separate from pipeline stage, applications have a lifecycle status:

Status	Description
draft	Not yet submitted
active	In progress through pipeline
withdrawn	Withdrawn
closed	Process completed

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Path 1: Full admissions pipeline

Step 1: Create a prospect (optional)

Prospects represent potential applicants before formal application. Use prospects for:

• Open day inquiries
• Phone/email inquiries
• Walk-in visitors
• Event registrations

Navigate to Admissions → Prospects

Create prospect

Field	Required	Description
First name	Yes	Prospect's first name
Last name	Yes	Prospect's last name
Email	No	Contact email
Phone	No	Contact phone
Inquiry source	No	How they heard about the school
Interest level	No	Low, Medium, High
Desired grade level	No	Target grade for enrollment
Desired academic year	No	Target academic year

Prospect statuses

Status	Description
new	Newly created prospect
contacted	Initial contact made
qualified	Confirmed as viable applicant
lost	Not proceeding
converted	Converted to application

Inquiry sources

• Website
• Referral
• Social media
• Advertisement
• Event
• Walk-in
• Other

Step 2: Create the application

Navigate to Admissions → Applications → New Application

Applicant personal information

Field	Required	Description
First name	Yes	Applicant's first name
Middle name	No	Middle name
Last name	Yes	Last name
Date of birth	Yes	DOB for age verification
Gender	No	Male, Female, Other
Nationality	No	Country of citizenship
National ID	No	National identification number
Email	No	Contact email
Phone	No	Contact phone
Address	No	Physical address
Home province	No	Province of residence
Home district	No	District of residence

Academic preferences

Field	Description
Desired grade level	Target grade for enrollment
Desired academic year	Target academic year
Desired term	Target term
Enrollment type	Full-time, part-time
Boarding preference	Day, Boarding, Half-boarding

Previous school history

Field	Description
Previous school	Name of last school attended
Previous grade	Last completed grade level
Reason for leaving	Transfer reason

Primary guardian information

Field	Required	Description
Guardian name	Yes	Full name of guardian
Relationship	Yes	Relationship to applicant
Phone	Yes	Contact phone
Email	No	Contact email
Address	No	Physical address
Employer	No	Guardian's employer
Occupation	No	Guardian's occupation

Secondary guardian (optional)

Field	Description
Name	Full name
Relationship	Relationship to applicant
Phone	Contact phone
Email	Contact email

Special needs and health

Field	Description
Has special needs	Toggle if applicable
Special needs details	Description of needs
Requires accommodation	Accommodation needed
Accommodation requirements	Specific requirements
Medical conditions	Health conditions
Allergies	Known allergies
Medications	Current medications

Program choices

Add one or more program choices with ranking:

Field	Description
Program	Selected admission program
Choice order	Preference ranking (1 = first choice)

Step 3: Upload required documents

Navigate to the application's Documents tab

Common document types:

Document	Description
Birth certificate	Proof of age and identity
Previous school report	Academic records
Transfer letter	If transferring from another school
Medical records	Health information
Passport photo	Identification photo
Proof of residence	Address verification

Document statuses:

Status	Description
pending	Awaiting upload
uploaded	Document uploaded
verified	Verified as authentic
rejected	Document rejected

Step 4: Submit the application

Once all required information is captured:

1. Review all sections for completeness
2. Click Submit Application
3. Pipeline stage changes to submitted
4. Application number is generated

Application number format

Applications receive a unique reference number on submission, used for tracking and communication.

Step 5: Process through pipeline stages

Screening

1. Navigate to Admissions → Applications
2. Filter by stage: submitted
3. Open the application
4. Review applicant information and documents
5. Verify documents if required
6. Update stage to next step:
   • awaiting_exam — Entrance exam required
   • awaiting_interview — Interview required
   • decision_pending — Ready for decision
   • rejected — Application rejected

Examinations (if applicable)

1. Navigate to Admissions → Evaluations
2. Schedule and record examination results
3. Update application with scores
4. Move to decision_pending

Step 6: Issue admission decision

Navigate to Admissions → Decisions → Create Decision

Field	Required	Description
Application	Yes	Select the application
Decision type	Yes	Admit, Waitlist, Reject
Decision date	Yes	Date of decision
Conditions	No	Conditions for admission
Notes	No	Internal notes

Decision types:

Type	Effect
Admit	Approved for enrollment
Waitlist	Placed on waiting list
Reject	Application rejected

Step 7: Generate and send offer

For admitted applicants:

1. Navigate to Admissions → Offers → Create Offer
2. Select the application
3. Configure offer details:
   • Program assignment
   • Class/stream recommendation
   • Fee information
   • Acceptance deadline
4. Generate offer letter
5. Send to applicant

Offer statuses:

Status	Description
draft	Offer being prepared
sent	Sent to applicant
viewed	Applicant viewed offer
accepted	Applicant accepted
declined	Applicant declined
expired	Acceptance deadline passed

Step 8: Offer acceptance

When applicant accepts:

1. Pipeline stage updates to offer_accepted
2. System queues enrollment creation
3. Acceptance record is created

Step 9: Create enrollment

Navigate to Admissions → Enrollments

Enrollments can be created:

• Automatically from accepted offers
• Manually for direct admissions

Field	Description
Application	Source application
Program	Enrolled program
Academic year	Enrollment year
Enrollment date	Date of enrollment
Conversion source	offer_accepted, direct_admit, waitlist_promoted

Enrollment statuses:

Status	Description
pending	Awaiting processing
student_created	Student record created
class_assigned	Class division assigned
completed	Enrollment finalized
cancelled	Enrollment cancelled
deferred	Deferred to future term

Step 10: Assign class division

1. Open the enrollment record
2. Click Assign Class
3. Select the appropriate class division
4. Confirm assignment

Bulk class assignment

For multiple enrollments, use the bulk assignment feature in the Enrollments list view.

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Path 2: Direct admission

For students bypassing the full pipeline:

1. Navigate to Admissions → Enrollments → Create Enrollment
2. Select Direct admit as conversion source
3. Enter student information directly
4. Assign program and class division
5. Complete enrollment

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Path 3: Waitlist promotion

When space becomes available:

1. Navigate to Admissions → Decisions
2. Filter by waitlist
3. Select candidate for promotion
4. Update decision to Admit
5. Generate offer
6. Follow acceptance and enrollment workflow

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Application types

Type	Description
new	New student application
transfer	Transfer from another school
returning	Returning after leave
readmission	Readmission after withdrawal

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Submission channels

Track how applications are received:

Channel	Description
online_portal	Submitted via online portal
mobile_app	Submitted via mobile app
in_person	Paper application submitted in person
email	Submitted via email
postal_mail	Submitted by post
agent	Submitted through education agent

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Duplicate detection

The system flags potential duplicate applications based on:

• Name similarity
• Date of birth match
• National ID match
• Guardian information

When flagged:

1. Review the duplicate warning
2. Verify if truly duplicate
3. Merge or dismiss as needed

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Admissions analytics

Navigate to Admissions → Dashboard for:

Metric	Description
Funnel conversion	Stage-to-stage conversion rates
Program breakdown	Applications by program
Status distribution	Applications by status
Recent activity	Latest application updates
Cycle comparison	Year-over-year trends

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Common issues

Cannot create enrollment

Problem: Enrollment creation blocked

Causes:

• Offer not yet accepted
• Class divisions not configured
• Academic year not active

Solution: Ensure offer is accepted and required structures exist

Missing class divisions

Problem: Cannot assign class during enrollment

Solution: Create class divisions in Foundation → Class Divisions before enrollment

Application stuck in stage

Problem: Cannot advance pipeline stage

Causes:

• Required documents not verified
• Missing evaluation scores
• Decision not recorded

Solution: Complete required actions for current stage

Duplicate application warning

Problem: System flags application as duplicate

Solution:

1. Review flagged application
2. Compare with existing records
3. Merge if duplicate, dismiss if unique

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Outcome

After completing the admissions workflow:

• ✅ Application tracked through complete pipeline
• ✅ Documents collected and verified
• ✅ Decision recorded and offer sent
• ✅ Enrollment created from accepted offer
• ✅ Student assigned to class division
• ✅ Student ready for academic operations

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Related guides

• Add first student — Alternative enrollment methods
• Bulk import students — CSV import for existing students
• Create academic year and term — Academic structure setup
• Fee setup and invoicing — Billing new students