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Registration form settings

Build the application form, open seats and set age, document and scholarship rules for each grade.

4 min readAdmissions → Registration form settingsFor: School admin
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This page controls which grades parents can apply to and what each grade asks. It has two tabs at the top: Vacancies and Grade setup. Click a tab to switch. Anyone with admissions access can look. Only people who can manage admissions can add, edit or delete.

The two tabs

  • Vacancies: how many seats are open for each grade and campus this year.
  • Grade setup: one card for each grade. Open a grade to set its age rules, questions, required documents, terms, stages and scholarships.

Vacancies tab

Open seats for a grade

  1. Click the Vacancies tab. The heading shows the academic year.
  2. Click Add vacancy.
  3. Choose the Grade and the Branch.
  4. Type the number of Openings (0 to 5000).
  5. Leave Accepting applications ticked if parents can apply now. Untick it to hold the seats back.
  6. Click Add vacancy.

The vacancies table

  • Grade and Branch: where the seats are.
  • Openings: the number of seats.
  • Status: Open or Closed.
  • Copy (two squares) sends that grade's openings and Open or Closed status, for that branch, to the grades you tick. A grade that already has a vacancy there is updated, and one that has none gets it.
  • Edit lets you change openings and the Accepting applications tick. Delete removes the vacancy.

Grade setup tab

The tab shows one card for each grade, with how many of its six parts are done and a progress bar. Click a card to open that grade. Click Add grade setup to start a grade that has none. Click All grades to go back.

Inside a grade

  • A checklist on the left with six parts: Age rules, Questions, Required documents, Terms and conditions, Application stages and Scholarships. A part gets a green tick once something is saved in it. Click a part to open it on the right. One part is open at a time.
  • Age rules: the minimum and maximum age in years and months. Click Edit to change them. Applications outside the range are refused with a plain message.
  • Questions: extra questions parents answer when they apply to this grade. Each has an answer type (short text, long text, number, email, phone, date, yes or no, pick one, pick several, attachment or table), the choices or table columns where the type needs them (one per line), and a Required tick. For a table, the columns you list become the boxes of each row, and parents click Add row for more (up to 10).
  • Required documents: documents the family should provide, each marked Required or Optional.
  • Terms and conditions: separate statements parents must accept, such as I confirm that all the information I have given is true. Click Add term for each one. Parents see every statement with its own tick box and cannot send the form until all are ticked. Leave the list empty if you have none.
  • Application stages: your own names for the steps, each with a Funnel step and an Order. When none are set it says Using the default pipeline.
  • Scholarships: named awards, each a percentage or a fixed amount in the school's currency.

Set up a grade

  1. Open the Grade setup tab and click Add grade setup. Pick the grade and give its Minimum age and Maximum age.
  2. Click the grade's card.
  3. Click each part in the checklist. In the parts with a list, click its Add button, fill in the form and save. Use the pencil on any row to edit it and the bin to delete it.

Copy a grade's settings to other grades

  1. Open the grade whose setup is ready.
  2. Under the checklist, click Copy settings.
  3. Tick the grades to copy to, or All other grades. The box underneath lists what each ticked grade has now, because that will be replaced.
  4. Click Replace and copy.