Applicants

What you see on this page

• Four number cards: Vacancies (seats open), Registrations (everyone who applied), Admissions (accepted) and Pending offers (offers not yet accepted).
• A search box (Search applicants). It matches the child's name, parent's name, phone, email or registration code.
• Export, to download the applicants list (for people who can manage admissions), and Add applicant.
• The funnel: six steps in order, each with a count. Inquiry, Application, Interview, Test, Offer, Admitted. Click one to see the applicants at that stage.
• A link below the funnel, Rejected applications, with a count. Click it to see rejected applicants. Click Back to the funnel to return.
• The table: Applicant (a name that opens the details), Reg. no., Grade, Parent / Guardian, Phone, Applied and Status. In the Rejected view, a Reason for rejection column is added.
• Row buttons for moving the applicant forward, accepting or rejecting them.
• Page links under the table (25 applicants a page).

The stages

• Inquiry: someone has shown interest. Applicants you add by hand start here.
• Application: a form has been received. Parents who apply online start here.
• Interview: the family is being interviewed.
• Test: the child is sitting an entry test.
• Offer: a place has been offered.
• Admitted: the family accepted and the child is now a student.
• Rejected: the application was turned down. It sits outside the funnel.

The status shown beside a name

• Pending: just applied online, nothing has happened yet.
• In progress: moving through Inquiry, Application, Interview or Test.
• Offered: at the Offer stage.
• Admitted: accepted.
• Rejected: turned down.

Add an applicant by hand

1. Click Add applicant.

   

2. Type the First name and Last name.
3. Pick the grade under Applying for grade and the Campus.
4. Add the Parent / guardian and Phone.
5. Open More details (optional) for Date of birth, Gender and Email. Add the parent's email if you want to email them letters.
6. Click Add applicant. They start at the Inquiry stage.

Move an applicant forward

1. Click the arrow button on the applicant's row, or Advance inside their details. They move to the next stage.
2. Repeat at each step. At Offer, advancing takes them to Admitted.
3. Each move is added to the applicant's stage history.

Accept an applicant (admit them)

1. Click the tick on their row, or Accept in their details.
2. Read the confirmation and click Accept.
3. The applicant jumps straight to Admitted. A student record is created and placed in the open class with the most free seats for that campus and grade. A guardian record is created from the application.
4. A message tells you the class. If every class for that grade is full, it tells you to place the student from Users.

Reject an applicant

1. Click the cross on their row, or Reject in their details.
2. Choose a Reason for rejection: Age criteria not met, Incomplete documents, Did not pass the entry test, Interview not cleared, No seat available, Family withdrew or declined, or Other.
3. Add a Note (optional, up to 300 characters).
4. Click Reject. They move to Rejected applications, and the reason shows in that list and in their history.

Reopen a rejected application

1. Click Rejected applications under the funnel.
2. Click the reopen icon on the row (Reopen application in the details).
3. The applicant returns to the stage they were at before the rejection, or to Application if that is unknown.

Open an applicant's details

1. Click the applicant's name. A panel slides in from the right.
2. Under Profile you see Gender, Date of birth, Applied on, Parent / Guardian, Phone and Email.
3. Application answers lists their replies to your form fields and grade questions. An Attachment answer shows as a link, such as Open PDF file; click it to open the file.
4. The Profile card also shows the second parent, when one was given, and the other children sent in the same submission.
5. Stage history lists each stage with its date and any note, including rejection reasons.
6. At the bottom you find Advance, Accept and Reject, plus Send a letter, Edit details and Delete.
7. Press Escape or click the X to close it.

Send a letter to a parent

1. Open the applicant's details and click Send a letter.
2. Pick a Letter. The one that matches the applicant's stage is chosen first.
3. Read the preview. It shows the subject and body exactly as the parent will get them.
4. Click Email to parent. Letters already sent are listed under Already sent.
5. If the applicant has no parent email, click Copy text instead and paste it into a message app.

Common questions