Admissions

Sidebar → Students → Applications. Every family that applies — online or at the front desk — comes through here, and leaves either as an enrolled student with their admission letter, or declined with a reason.

The four stages

Across the top are the four stages an application moves through. Each shows a count and what needs doing:

• To review — new applications waiting for a decision. Oldest first, so no family waits forever. A chip warns when some have waited more than a week.
• Letters — admitted students whose admission letter still has to be approved or emailed.
• Completed — enrolled, letter sent. Open the student record from here.
• Declined — kept with their reason. Any of them can be reopened.

Under the stages, a card per class shows how many are enrolled and how many are applying, against the Seats you set for the class on the Classes page (leave it empty and the card says No limit set).

Pick an application on the left and it opens beside the list (on a phone it opens as its own screen). Search finds a name, a guardian's phone number, or the reference the family was given (APP-…).

Reviewing an application

The cards at the top of an application tell you what is ready and what is not:

• Application form — every required answer given, or what is missing.
• Guardian email — the admission letter is emailed, so without an address the letter has nowhere to go. Add email fixes it here.
• Guardian SMS / email — whether the family was told their application arrived. Resend tries again on every channel that can reach them.

Below are the guardian's details with Call and WhatsApp, every answer on the form (with Download PDF), and the application's history.

Families not reached. The chip above the list counts families no message got through to. Open each one, check the phone number and email, and resend — or call them.

Admitting

Admit & register opens a review of the new student record. Everything the family filled in is already there, marked From application; anything still needed is marked Missing. Check the first and last name split, which the system guesses from one name field.

On the right you see the class and how many seats are left, whether anyone with the same name, date of birth or guardian phone is already on the roll, and exactly what will happen when you admit. The student joins the register, the application moves to Letters with a draft letter, and the family is told.

Admission letters

In Letters, each letter shows exactly as the family will receive it.

• Draft — needs approving. Approve & email does both. Tick several drafts to approve and email them together.
• No guardian email — add the email on the student record; the letter picks it up.
• Regenerate from template — a letter keeps the wording it was made with. If you change the template afterwards (a new reporting date, say), regenerate to make a fresh draft from it.

If your school does not need a second person to approve letters, switch Require approval off in Form & letter setup. Letters made after that are approved as they are made; drafts made before stay drafts until someone approves them.

Declining and reopening

Decline… asks for a reason, an optional note for the file (staff only), and whether to tell the family by email, by SMS, or not at all. You can edit the message, and choose whether it includes the reason.

A declined application is never deleted. Open it from Declined and choose Reopen to put it back into review.

Families at the front desk

Record walk-in is the full application form for a family in front of you. It shows seats left in each class, warns if the child or guardian phone is already known, and keeps a draft on your device as you type. When you save you get a reference to give the family, a printable receipt, and Admit now if the head is ready to admit on the spot. Record another keeps the guardian's details for a brother or sister.

If the family's message did not go through, the confirmation says so — give them the reference before they leave.

Quick intake

When the queue is long, choose Quick intake at the top of Record walk-in. You fill in only the applicant's details and the contact; every other section (previous school, medical details, documents, the undertaking) is marked Family will complete. Save & send link to family saves the application and sends the reference with a link by email and SMS. The family finishes the rest on their phone, documents included. The link works for 14 days and can be used once.

The confirmation shows the link too, so you can copy it or read it out when no email or SMS can reach the family. Until they finish, the application shows Waiting for family; once they do, it shows Family completed the form and the application form PDF has everything. If a link expires or goes astray, open the application and choose Send a new link — the old one stops working.

You can still admit or decline while you wait. The admit screen tells you what the family has not sent yet; admitting or declining closes their link.

Form & letter setup

Three tabs, saved together:

• Online form — the sections and questions families answer. The questions that fill the student record are locked so they cannot be removed. Mark a question Staff only to keep it off the public form. The preview shows each step as families see it.
• Admission letter — the letter text, with placeholders such as Student name and Reporting date filled in for each student. Set the reporting date, fee summary and who signs it.
• Sharing — open or close online applications, set a closing date, choose which classes take applications online, and choose which messages families get by email or SMS.

Adult applicants

At the top of Online form, Who fills in the form and receives the messages chooses between Parent or guardian and The applicant. A school whose only types are Tertiary or Other starts on The applicant; every other school starts on the guardian.

With The applicant, no guardian is asked for: the phone and email are the applicant's own and sit with their details. Every message, status check, request for information and the admission letter reaches the applicant, and the wording across Admissions follows ("No applicant email", "Waiting for applicant"). When admitted they become their own contact, with relationship Self, and their email is offered as their portal login.

Switching an existing form only moves the contact questions. Questions you added yourself, such as a parent section or a parent undertaking, stay until you change them. If your letter still opens "Dear Parent/Guardian", the Admission letter tab offers to address the applicant by name instead.

What families see

Your application link (copy it from the top of Applications) opens a form in your school's colours and logo, one section at a time. Answers are kept on the family's phone as they go. At the end they get a reference, which they can save to WhatsApp, and use at /apply/status with their phone number to check where their application is.