Admissions

The Admissions module provides end-to-end management of the student admission lifecycle. From initial inquiries and prospect tracking through applications, evaluations, decisions, offers, and final enrollment, this module ensures a streamlined, transparent, and compliant admissions process for your school.

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Navigation path

Admissions (segment: admissions)

Sub-section	Path	Description
Dashboard	admissions	Overview metrics and funnel analytics
Prospects	admissions/prospects	Lead management and CRM
Applications	admissions/applications	Application management
Evaluations	admissions/evaluations	Exams, interviews, assessments
Decisions	admissions/decisions	Admission decisions
Offers	admissions/offers	Offer management and acceptance
Enrollments	admissions/enrollments	Final enrollment processing
Programs	admissions/programs	Admission programs
Cycles	admissions/cycles	Admission cycles
Policies	admissions/policies	Admission policies
Quotas	admissions/quotas	Seat quotas and allocations
Statistics	admissions/stats	Analytics and reporting

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Admissions architecture

┌─────────────────────────────────────────────────────────────────────────────┐
│                         Admissions Management System                         │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                              │
│  ┌─────────────────────────────────────────────────────────────────────┐    │
│  │                     ADMISSIONS LIFECYCLE                             │    │
│  │                                                                      │    │
│  │   ┌──────────┐   ┌──────────┐   ┌──────────┐   ┌──────────┐        │    │
│  │   │ PROSPECT │ → │APPLICATION│ → │EVALUATION│ → │ DECISION │        │    │
│  │   │   (CRM)  │   │(Submitted)│   │(Screening)│   │ (Review) │        │    │
│  │   └──────────┘   └──────────┘   └──────────┘   └──────────┘        │    │
│  │         │                                              │             │    │
│  │         │              ┌──────────────────────────────┘             │    │
│  │         │              │                                            │    │
│  │         │              ▼                                            │    │
│  │         │        ┌──────────┐   ┌──────────┐   ┌──────────┐        │    │
│  │         └──────→ │  OFFER   │ → │ACCEPTANCE│ → │ENROLLMENT│        │    │
│  │      (Convert)   │ (Issued) │   │(Accepted)│   │(Completed)│        │    │
│  │                  └──────────┘   └──────────┘   └──────────┘        │    │
│  │                                                      │              │    │
│  └──────────────────────────────────────────────────────┼──────────────┘    │
│                                                         │                    │
│                                                         ▼                    │
│  ┌─────────────────────────────────────────────────────────────────────┐    │
│  │                        STUDENT RECORD                                │    │
│  │                   (Created in Students Module)                       │    │
│  └─────────────────────────────────────────────────────────────────────┘    │
│                                                                              │
│  ┌─────────────────────────────────────────────────────────────────────┐    │
│  │                      SUPPORTING CONFIGURATION                        │    │
│  │                                                                      │    │
│  │  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌──────────┐            │    │
│  │  │  Cycles  │  │ Programs │  │ Policies │  │  Quotas  │            │    │
│  │  └──────────┘  └──────────┘  └──────────┘  └──────────┘            │    │
│  │                                                                      │    │
│  └─────────────────────────────────────────────────────────────────────┘    │
│                                                                              │
└─────────────────────────────────────────────────────────────────────────────┘

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Part 1: Admission cycles

Admission cycles define the time-bound periods during which applications are accepted.

Who manages cycles?

Role	Responsibilities
Admissions Director	Create cycles, set dates, manage capacity
School Administrator	Configure school-specific cycles
Admissions Officer	Monitor cycle status and applications

Cycle statuses

Status	Description	Actions available
draft	Cycle being configured	Edit, publish
open	Accepting applications	Pause, close
closed	No new applications	Reopen, process
processing	Evaluating applications	–
completed	Admissions finalized	Archive
archived	Historical record	–

Cycle workflow

┌─────────┐     ┌─────────┐     ┌─────────┐     ┌─────────────┐     ┌───────────┐     ┌──────────┐
│  Draft  │ ──→ │  Open   │ ──→ │ Closed  │ ──→ │ Processing  │ ──→ │ Completed │ ──→ │ Archived │
└─────────┘     └─────────┘     └─────────┘     └─────────────┘     └───────────┘     └──────────┘
     │               │               │
     │               │               │
     └───────────────┴───────────────┘
              Can be edited

Creating an admission cycle

1. Navigate to Admissions → Cycles
2. Click New Cycle
3. Enter cycle details:
   • Cycle Code — Unique identifier (e.g., 2026-INTAKE-1)
   • Cycle Name — Display name (e.g., 2026 January Intake)
   • Academic Year — Link to academic year
4. Set application dates:
   • Application Opens — When applications begin
   • Application Deadline — Standard deadline
   • Late Application Allowed — Enable/disable late submissions
   • Late Deadline — Extended deadline (if allowed)
   • Late Application Fee — Additional fee for late applications
5. Configure capacity:
   • Total Capacity — Maximum students to admit
   • Auto-Waitlist When Full — Automatically waitlist excess applicants
   • Max Applications Per Student — Limit applications per applicant
6. Select education levels:
   • Primary
   • Secondary
   • High School
   • Preparatory
7. Choose submission channels:
   • Online
   • In-person
   • Email
   • Postal
8. Add notes and tags
9. Save as draft or publish

Cycle capacity management

Monitor and adjust cycle capacity:

Metric	Description
Total Capacity	Maximum enrollment slots
Applications Received	Total applications submitted
Offers Extended	Number of offers sent
Enrollments Confirmed	Accepted and enrolled
Available Capacity	Remaining slots
Utilization %	Percentage capacity used
Waitlist Count	Applicants on waitlist

Cloning a cycle

Create a new cycle based on an existing one:

1. Open the cycle to clone
2. Click Clone Cycle
3. Enter new details:
   • New cycle code
   • New cycle name
   • New dates
   • New academic year
4. Choose what to clone:
   • Programs
   • Policies
   • Quotas
5. Reset capacity (optional)
6. Create clone

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Part 2: Admission programs

Programs define what students are applying for — grade levels, classes, subjects, or activities.

Who manages programs?

Role	Responsibilities
Admissions Director	Create and configure programs
Academic Head	Define capacity and requirements
Admissions Officer	Monitor program applications

Program kinds

Kind	Description	Example
grade_level	Admission to a grade	Grade 8 Admission
class_division	Admission to specific class	Form 1A
subject	Subject enrollment	Advanced Mathematics
club	Club/extracurricular	Science Club
activity	Activity enrollment	Swimming Program
custom	Custom enrollment	Special Programs

Program statuses

Status	Description
draft	Program being configured
open	Accepting applications
closed	Enrollment closed
processing	Processing applications
completed	Admissions complete
archived	Historical record

Creating an admission program

1. Navigate to Admissions → Programs
2. Click New Program
3. Enter basic details:
   • Program Code — Unique identifier
   • Program Name — Display name
   • Program Kind — What the program enrolls into
   • Education Level — Primary, secondary, etc.
4. Link to cycle (optional)
5. Set enrollment target:
   • Target Grade Level — For grade_level programs
   • Target Class Division — For class_division programs
   • Target Subject — For subject programs
6. Configure capacity:
   • Total Capacity — Maximum enrollment
   • Boarding Capacity — Boarding student slots
   • Day Capacity — Day student slots
   • Reserved Slots — Reserved for quotas
   • Waitlist Capacity — Maximum waitlist size
7. Set policies:
   • Enrollment Type — Boarding, day, hybrid
   • Gender Policy — Mixed, boys only, girls only
   • Specialization — Program focus area
8. Link fee band (for billing)
9. Link priority policy (for ranking)
10. Save program

Program capacity tracking

Field	Description
capacityTotal	Total available seats
capacityBoarding	Boarding-specific seats
capacityDay	Day-student seats
reservedSlots	Quota-reserved seats
waitlistCapacity	Waitlist limit

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Part 3: Prospects (CRM)

Prospects are potential applicants who have expressed interest but not yet applied. This is your admissions CRM.

Who manages prospects?

Role	Responsibilities
Admissions Officer	Add prospects, follow up, convert
Marketing Team	Add prospects from campaigns
Reception	Log walk-in inquiries

Prospect statuses

Status	Description	Next action
new	Just added, not contacted	Make initial contact
contacted	Initial contact made	Qualify interest
qualified	Confirmed interest	Convert to application
lost	Not proceeding	Record reason
converted	Application created	Follow application

Prospect workflow

┌─────────┐     ┌───────────┐     ┌───────────┐     ┌───────────┐
│   New   │ ──→ │ Contacted │ ──→ │ Qualified │ ──→ │ Converted │
└─────────┘     └───────────┘     └───────────┘     └───────────┘
                      │                 │
                      │                 │
                      ▼                 ▼
                ┌───────────┐     ┌───────────┐
                │   Lost    │     │   Lost    │
                └───────────┘     └───────────┘

Interest levels

Level	Description
high	Very likely to apply
medium	Considering options
low	Just exploring

Inquiry sources

Source	Description
website	School website inquiry
referral	Referred by someone
social_media	Social media channels
advertisement	Paid advertising
event	Open day, fair, event
walk_in	In-person visit
other	Other sources

Adding a prospect

1. Navigate to Admissions → Prospects
2. Click New Prospect
3. Enter personal details:
   • First name, last name
   • Email, phone
   • Preferred name (optional)
4. Record inquiry details:
   • Inquiry Date — When they inquired
   • Inquiry Source — How they found you
5. Set contact preferences:
   • Preferred Contact Method — Email, phone, SMS
   • Contact Time Preference — Morning, afternoon, evening
6. Record education interest:
   • Desired grade level
   • Desired academic year
   • Education level interest
7. Set status and interest level
8. Assign owner (admissions officer)
9. Set next follow-up date
10. Add notes
11. Save prospect

Following up on prospects

1. Open prospect record
2. Review current status
3. Add follow-up note:
   • Record conversation details
   • Update interest level
   • Set next follow-up date
4. Update status if needed
5. Save changes

Converting prospect to application

1. Open qualified prospect
2. Click Convert to Application
3. Select admission cycle
4. Review pre-filled information
5. Complete missing application details
6. Submit or save as draft
7. Prospect status automatically updates to converted

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Part 4: Applications

Applications are the core of the admissions process — formal submissions from applicants seeking admission.

Who manages applications?

Role	Responsibilities
Applicant/Parent	Submit application, upload documents
Admissions Officer	Review, process, advance through pipeline
Admissions Director	Oversee, make final decisions
Evaluator	Conduct interviews, exams

Application types

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

Submission channels

Channel	Description
online_portal	Online application form
mobile_app	Mobile application
in_person	Paper form submitted in person
email	Application via email
postal_mail	Posted application
agent	Through education agent

Pipeline stages

The application moves through these stages:

Stage	Description	Who acts
draft	Application being prepared	Applicant
submitted	Application submitted	Applicant → System
screening	Initial screening	Admissions Officer
awaiting_exam	Awaiting entrance exam	Evaluator
awaiting_interview	Awaiting interview	Evaluator
decision_pending	Decision under review	Admissions Director
offer_sent	Admission offer sent	System
offer_accepted	Applicant accepted offer	Applicant
enrolled	Student enrolled	System
withdrawn	Applicant withdrew	Applicant
rejected	Application rejected	Admissions Director

Application pipeline workflow

┌─────────┐     ┌───────────┐     ┌───────────┐
│  Draft  │ ──→ │ Submitted │ ──→ │ Screening │
└─────────┘     └───────────┘     └───────────┘
                                       │
              ┌────────────────────────┤
              │                        │
              ▼                        ▼
       ┌─────────────┐          ┌─────────────────┐
       │Awaiting Exam│          │Awaiting Interview│
       └──────┬──────┘          └────────┬────────┘
              │                          │
              └────────────┬─────────────┘
                           │
                           ▼
                  ┌─────────────────┐
                  │Decision Pending │
                  └────────┬────────┘
                           │
         ┌─────────────────┼─────────────────┐
         │                 │                 │
         ▼                 ▼                 ▼
   ┌──────────┐     ┌────────────┐    ┌──────────┐
   │ Rejected │     │ Offer Sent │    │ Waitlist │
   └──────────┘     └─────┬──────┘    └──────────┘
                          │
         ┌────────────────┼────────────────┐
         │                │                │
         ▼                ▼                ▼
   ┌──────────┐    ┌──────────────┐   ┌───────────┐
   │ Declined │    │Offer Accepted│   │ Withdrawn │
   └──────────┘    └──────┬───────┘   └───────────┘
                          │
                          ▼
                   ┌──────────┐
                   │ Enrolled │
                   └──────────┘

Application statuses

Status	Description
draft	Not yet submitted
active	Application in progress
withdrawn	Withdrawn by applicant
closed	Process completed

Creating an application

As an administrator (on behalf of applicant)

1. Navigate to Admissions → Applications
2. Click New Application
3. Select admission cycle
4. Enter applicant information:
   • Personal Details
     • First name, middle name, last name
     • Date of birth
     • Gender, nationality
     • National ID (if applicable)
     • Email, phone, address
     • Home province, district
   • Academic Preferences
     • Desired grade level
     • Desired academic year
     • Desired term
     • Enrollment type (day/boarding)
     • Boarding preference
   • Previous School
     • Previous school name
     • Previous grade
     • Reason for leaving
   • Primary Guardian
     • Guardian name
     • Relationship
     • Phone, email
     • Address
     • Employer, occupation
   • Secondary Guardian (optional)
     • Name, relationship
     • Phone, email
   • Special Needs
     • Has special needs (yes/no)
     • Special needs details
     • Requires accommodation
     • Accommodation requirements
   • Health Information
     • Medical conditions
     • Allergies
     • Medications
   • Language & Religion
     • Primary language
     • Other languages
     • Religious affiliation
     • Church membership
   • Financial Information
     • Fee payment plan preference
     • Scholarship request
     • Sponsor information
5. Add program choices (ranked)
6. Upload required documents
7. Save as draft or submit

As an applicant (self-service portal)

1. Access the application portal
2. Create account or log in
3. Select admission cycle
4. Complete application form (steps as above)
5. Upload required documents
6. Review and submit
7. Pay application fee (if applicable)
8. Receive confirmation

Program choices

Each application can have multiple ranked program choices:

Field	Description
programId	Selected program
choiceOrder	Ranking (1 = first choice)
choiceStatus	Status of this choice
compositeScore	Calculated score
rankingBucket	Top/middle/bottom tier
assignedClassId	Assigned class (if accepted)

Choice statuses

Status	Description
pending	Awaiting decision
accepted	Choice accepted
rejected	Choice rejected
deferred	Deferred to next cycle
withdrawn	Choice withdrawn
waitlisted	On waitlist

Required documents

Common documents required for applications:

Document	Description
Birth certificate	Proof of age and identity
Previous school reports	Academic transcripts
Transfer letter	From previous school
Medical records	Health information
Passport photos	Recent photographs
National ID copy	Guardian identification
Proof of residence	Address verification

Document management

1. Open application
2. Go to Documents tab
3. Upload required documents:
   • Select document type
   • Choose file
   • Add description
   • Upload
4. Track document status:
   • Pending verification
   • Verified
   • Rejected
5. Re-upload if rejected

Processing an application

Step 1: Initial Screening

1. Open submitted application
2. Review completeness:
   • All required fields filled
   • All documents uploaded
   • Program choices selected
3. Check for duplicates
4. Advance to screening or request more information

Step 2: Document Verification

1. Open each document
2. Verify authenticity
3. Mark as verified or rejected
4. Add verification notes

Step 3: Schedule Evaluation

1. Schedule entrance exam (if required)
2. Schedule interview (if required)
3. Notify applicant of dates

Step 4: Record Evaluation Results

1. Enter exam scores
2. Enter interview assessment
3. Calculate composite score

Step 5: Make Decision

1. Review all evaluation data
2. Make admission decision
3. Record decision and notes

Step 6: Send Offer

1. Generate offer letter
2. Set offer expiry date
3. Send offer to applicant

Step 7: Process Acceptance

1. Record applicant response
2. Process deposit (if applicable)
3. Advance to enrollment

Bulk operations

Operation	Description
Bulk Stage Update	Move multiple applications to new stage
Bulk Create	Create multiple applications at once
Export	Export applications to CSV/Excel

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Part 5: Evaluations

Evaluations assess applicant suitability through exams, interviews, and assessments.

Who conducts evaluations?

Role	Responsibilities
Admissions Officer	Schedule evaluations
Examiner	Conduct entrance exams
Interview Panel	Conduct interviews
Specialist	Conduct skills assessments

Evaluation types

Type	Description
entrance_exam	Written entrance examination
interview	Admission interview
aptitude_test	Aptitude/ability testing
skills_assessment	Practical skills evaluation
portfolio_review	Review of work portfolio
audition	Performance audition
reference_check	Verify references
background_check	Background verification

Score bands

Band	Description
Outstanding	Exceptional performance
Excellent	Excellent performance
Above Average	Above average
Average	Average performance
Below Average	Below expectations
Poor	Poor performance
Distinction	Highest grade
Merit	High grade
Pass	Passing grade
Fail	Did not pass

Creating an evaluation

1. Navigate to Admissions → Evaluations
2. Click New Evaluation
3. Select application
4. Choose evaluation type
5. Schedule:
   • Date and time
   • Location
6. Assign evaluator
7. Save evaluation

Recording evaluation results

1. Open scheduled evaluation
2. Enter results:
   • Numeric Score — Raw score
   • Score Band — Grade/band
   • Passed — Yes/no
   • Raw Scores — Individual component scores
3. Add evaluator notes
4. Mark as completed
5. Save results

Bulk scheduling

1. Select multiple applications
2. Click Schedule Evaluations
3. Choose evaluation type
4. Set date, time, location
5. Assign evaluators
6. Schedule all

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Part 6: Decisions

Decisions record the admission outcome for each application.

Who makes decisions?

Role	Responsibilities
Admissions Officer	Prepare recommendations
Admissions Director	Make final decisions
Academic Head	Review borderline cases

Decision types

Type	Description
firm_offer	Unconditional admission offer
conditional_offer	Offer with conditions
waitlist	Placed on waiting list
reject	Application rejected
pre_screen_reject	Rejected at screening
withdrawn_by_applicant	Applicant withdrew
withdrawn_by_school	School withdrew offer

Decision statuses

Status	Description
pending	Decision under review
final	Decision finalized
revised	Decision changed

Recording a decision

1. Open application at decision stage
2. Click Make Decision
3. Select decision type
4. Add conditions (if conditional offer)
5. Set validity period
6. Add decision notes
7. Record decision

Batch decisions

For efficiency with many applications:

1. Filter applications needing decisions
2. Select multiple applications
3. Click Batch Decision
4. Choose decision type
5. Apply to all selected
6. Review and confirm

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Part 7: Offers

Offers track the acceptance or decline of admission by applicants.

Who manages offers?

Role	Responsibilities
Admissions Officer	Send offers, track responses
Finance	Process deposits
Applicant	Accept or decline

Offer lifecycle

State	Description
pending	Offer sent, awaiting response
accepted	Applicant accepted
declined	Applicant declined
cancelled	Offer cancelled

Offer workflow

┌─────────┐     ┌──────────┐     ┌───────────┐
│ Pending │ ──→ │ Accepted │ ──→ │ Enrolled  │
└────┬────┘     └──────────┘     └───────────┘
     │
     ├────────→ ┌──────────┐
     │          │ Declined │
     │          └──────────┘
     │
     └────────→ ┌───────────┐
                │ Cancelled │
                └───────────┘

Sending an offer

1. Application reaches offer_sent stage
2. System generates offer letter
3. Set offer details:
   • Offer Expiry — Deadline to respond
   • Deposit Amount — Required deposit
   • Deposit Deadline — Payment deadline
   • Conditions — If conditional offer
4. Send offer to applicant
5. Upload offer letter

Processing offer acceptance

1. Applicant accepts offer (portal or in-person)
2. Record acceptance:
   • Acceptance date
   • Accepted by (if on behalf)
3. Process deposit:
   • Link deposit payment
   • Verify receipt
4. Move to enrollment

Cancellation reasons

Reason	Description
APPLICANT_WITHDREW	Applicant voluntarily withdrew
FAILED_DEPOSIT	Deposit not received
FAILED_PREREQUISITES	Conditions not met
ACCEPTED_ELSEWHERE	Accepted at another school
MISSED_DEADLINE	Deadline missed
FRAUDULENT_APPLICATION	Fraud discovered
DISCIPLINARY_ISSUE	Disciplinary concerns
ADMINISTRATIVE_ERROR	Offer issued in error
CAPACITY_EXCEEDED	Over-enrollment correction

Offer reminders

Send reminders for:

• Upcoming expiry
• Pending deposits
• Outstanding responses

---

Part 8: Enrollments

Enrollments complete the admissions process by creating student records and assigning classes.

Who manages enrollments?

Role	Responsibilities
Admissions Officer	Initiate enrollment
Registrar	Complete student record
Academic Admin	Assign classes

Enrollment statuses

Status	Description
pending	Enrollment initiated
student_created	Student record created
class_assigned	Class assigned
completed	Fully enrolled
cancelled	Enrollment cancelled
deferred	Deferred to later term

Enrollment workflow

┌─────────┐     ┌─────────────────┐     ┌────────────────┐     ┌───────────┐
│ Pending │ ──→ │ Student Created │ ──→ │ Class Assigned │ ──→ │ Completed │
└─────────┘     └─────────────────┘     └────────────────┘     └───────────┘
     │
     ├────────→ ┌───────────┐
     │          │ Cancelled │
     │          └───────────┘
     │
     └────────→ ┌──────────┐
                │ Deferred │
                └──────────┘

Conversion sources

Source	Description
offer_accepted	Standard offer acceptance
direct_admit	Direct admission (no application)
waitlist_promoted	Promoted from waitlist
late_admission	Late admission
transfer	Transfer enrollment

Processing an enrollment

Step 1: Create Student Record

1. Open accepted application
2. Click Enroll Student
3. System creates student record:
   • Student number generated
   • Personal details copied
   • Guardian information linked
4. Review and complete any missing data

Step 2: Assign Class

1. Select target class/division
2. Verify capacity available
3. Assign student to class
4. Save assignment

Step 3: Complete Handover

1. Verify all documentation
2. Confirm fee setup
3. Mark enrollment complete
4. Notify relevant departments

Bulk enrollment

For efficient processing of many accepted offers:

1. Filter accepted applications
2. Select applications to enroll
3. Click Bulk Enroll
4. Map to appropriate classes
5. Process all enrollments
6. Review results

---

Part 9: Admission policies

Policies define the rules governing admissions — eligibility, scoring, documents, and automation.

Who manages policies?

Role	Responsibilities
Admissions Director	Define policies
School Administrator	Configure school-specific policies
IT Administrator	Technical policy setup

Policy types

Type	Purpose
eligibility	Age limits, residency, prerequisites
scoring	Evaluation weights, thresholds
document	Required documents
automation	Automated decision rules

Policy scopes

Scope	Applies to
tenant	Organization-wide
root_tenant	Ministry/group level
province	Provincial level
district	District level
school	School level
program	Program-specific

Eligibility policy example

Policy: Grade 8 Eligibility
Type: eligibility
Scope: school

Definition:
- Minimum age: 12 years
- Maximum age: 15 years
- Required assessments:
  - Primary Leaving Exam: minimum 60%
- Residency preference:
  - Province: Harare

Scoring policy example

Policy: Entrance Scoring
Type: scoring
Scope: school

Definition:
- Weights:
  - Entrance exam: 40%
  - Interview: 30%
  - Previous grades: 20%
  - Extracurricular: 10%
- Minimum composite score: 50
- Auto-shortlist threshold: 80
- Tie-breaker order:
  1. Entrance exam
  2. Interview

Document policy example

Policy: Required Documents
Type: document
Scope: school

Definition:
- Required documents:
  - Birth certificate
  - Previous school reports
  - Transfer letter
  - Medical records
  - Passport photos
- Optional documents:
  - Recommendation letters
- Upload window: 14 days
- Auto-reminder: enabled

Creating a policy

1. Navigate to Admissions → Policies
2. Click New Policy
3. Enter basic details:
   • Policy name
   • Policy code
   • Policy type
4. Set scope:
   • Scope type
   • Scope ID (if applicable)
5. Link to cycle (optional)
6. Set effective dates
7. Define policy rules:
   • Configure based on policy type
   • Set thresholds and requirements
8. Set evaluation order (for multiple policies)
9. Save policy

Evaluating policies

Policies are automatically evaluated during application processing:

1. Application reaches relevant stage
2. System identifies applicable policies
3. Policies evaluated in order
4. Results recorded:
   • Passed/failed
   • Score (if scoring policy)
   • Warnings
   • Failure reasons

---

Part 10: Quotas

Quotas reserve seats for specific categories of applicants.

Who manages quotas?

Role	Responsibilities
Admissions Director	Set quota allocations
Policy Maker	Define quota requirements
Admissions Officer	Monitor quota usage

Quota types

Type	Description
province	Provincial allocation
district	District allocation
gender	Gender balance
special_needs	Special needs students
alumni	Alumni children
staff_children	Staff children
boarding	Boarding students
day	Day students
international	International students
custom	Custom category

Quota scopes

Scope	Applies at
national	National level
province	Provincial level
district	District level
school	School level
program	Program level
custom	Custom scope

Creating a quota

1. Navigate to Admissions → Quotas
2. Click New Quota
3. Select quota type
4. Set scope:
   • Hierarchy scope
   • Scope reference (e.g., province name)
5. Link to program/cycle
6. Set allocation:
   • Allocated Slots — Number of reserved seats
   • Reserved Until — Deadline for quota usage
7. Link to policy (optional)
8. Add notes
9. Save quota

Monitoring quota usage

View quota utilization:

Metric	Description
Allocated	Total reserved seats
Used	Seats filled
Available	Remaining seats
Utilization %	Percentage used

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Part 11: Analytics and dashboard

The admissions dashboard provides real-time visibility into the admissions funnel.

Dashboard metrics

Metric	Description
Prospects	Total prospects in CRM
Applications	Total applications
Submitted	Submitted applications
In Review	Applications being reviewed
Offers Issued	Offers sent
Offers Accepted	Accepted offers
Enrolled	Completed enrollments
Rejected	Rejected applications
Waitlisted	On waitlist
Withdrawn	Withdrawn applications

Funnel analysis

Track conversion through the pipeline:

Prospects (1000) ───→ Applications (800) ───→ Submitted (750)
                                              │
                              Screening (700) ←┘
                                   │
                     Evaluation (650) ←───────┘
                            │
              Decision Pending (600) ←────────┘
                        │
              Offer Sent (400) ←──────────────┘
                    │
          Offer Accepted (350) ←──────────────┘
                 │
            Enrolled (320) ←──────────────────┘

Conversion rates

Stage Transition	Typical rate
Prospect → Application	80%
Application → Submitted	95%
Submitted → Screening	93%
Screening → Evaluation	90%
Evaluation → Decision	92%
Decision → Offer	67%
Offer → Accepted	88%
Accepted → Enrolled	91%

Reports

Report	Description
Pipeline Report	Applications by stage
Conversion Report	Stage-to-stage conversion
Program Report	Applications by program
Demographics	Applicant demographics
Quota Report	Quota utilization
Trend Report	Historical trends

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Permissions required

Action	Required permission
View admissions dashboard	admissions.view
Manage prospects	prospects.manage
View applications	applications.view
Create applications	applications.create
Process applications	applications.process
Conduct evaluations	evaluations.manage
Make decisions	decisions.make
Send offers	offers.send
Process enrollments	enrollments.process
Manage programs	programs.manage
Manage cycles	cycles.manage
Manage policies	policies.manage
Manage quotas	quotas.manage
View analytics	admissions.analytics

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Best practices

Cycle management

• Plan cycles well in advance
• Set realistic capacity targets
• Configure late application policies
• Clone previous cycles for consistency
• Monitor capacity utilization weekly

Application processing

• Process applications in order received
• Verify documents promptly
• Schedule evaluations efficiently
• Make decisions within target SLA
• Communicate status updates to applicants

Evaluation quality

• Train evaluators on criteria
• Use standardized scoring rubrics
• Record detailed notes
• Review borderline cases carefully
• Calibrate evaluators periodically

Offer management

• Set appropriate expiry periods
• Send reminders before deadlines
• Process deposits promptly
• Handle declines gracefully
• Manage waitlist proactively

Data quality

• Validate applicant information
• Check for duplicate applications
• Verify document authenticity
• Maintain accurate records
• Archive completed cycles

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Troubleshooting

Application stuck in draft

Causes:

• Required fields missing
• Documents not uploaded
• Program choices not selected
• System validation error

Fix:

1. Open application
2. Check all required fields
3. Upload missing documents
4. Select program choices
5. Save and submit

Cannot advance pipeline stage

Causes:

• Prerequisites not met
• Missing evaluations
• Pending approvals
• Policy violations

Fix:

1. Review stage requirements
2. Complete pending evaluations
3. Obtain necessary approvals
4. Check policy compliance

Duplicate application detected

Causes:

• Same applicant submitted multiple times
• Data entry error
• System glitch

Fix:

1. Review potential duplicates
2. Compare application details
3. Merge or reject duplicate
4. Clear duplicate flag if false positive

Quota not applied

Causes:

• Quota not linked to program
• Quota expired
• Scope mismatch
• Quota fully utilized

Fix:

1. Verify quota configuration
2. Check quota dates
3. Verify scope matches applicant
4. Review quota utilization

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Related documentation

• Dashboard — System overview
• Students — Student records
• Classes and academics — Class assignments
• Fees and billing — Fee setup
• Communications — Applicant notifications
• Settings — System configuration