Daily operations
How does the online admissions pipeline work?
Every school gets a public application page (/apply/your-school-code) — no login needed for parents. Applications land in your admissions pipeline with uploaded documents, where the team reviews, approves, rejects, waitlists or withdraws with a full audit trail. Applicants track their status with a tracking ID.
Before you start
- Decide your required-documents checklist (birth certificate, TC, photo…) — it is configurable per school, and off until you set it.
- Agree who reviews applications and who has the final decision; the pipeline records the decision, your policy decides it.
- Put the public apply link where parents already are: the school website, the admission notice, the front office.
Steps
- 1
Share your public apply link in admissions season (website, WhatsApp, print).
- 2
Applications arrive in the Admissions pipeline with documents attached.
- 3
Review each application; record the decision — approve, waitlist or reject.
- 4
Approved applicants are enrolled; their data becomes the student record. No re-entry.
Good to know
- Parents apply with no login — the public page collects the application, and a tracking ID lets them check status later without calling the office.
- Documents upload as JPEG, PNG, WebP or PDF up to 8 MB each (up to 8 per application), and the file type is verified server-side — a renamed .exe does not get in.
- Uploaded documents are stored privately and viewed only by the school; documents of rejected applications are automatically deleted after the retention period, in line with DPDP data-minimisation principles.
- With a required-docs checklist configured, an application auto-advances from Pending to Under Review the moment the last required document arrives — a deterministic rule, not an AI guess.
- Approving an application enrols the student — the application data becomes the student record with no re-entry, and every decision is audit-logged.
- Applications waiting more than 48 hours surface on the principal’s Today feed, so nothing ages silently in the pipeline.
Common questions
Do parents need an account to apply?
No. The application page is public — parents fill it, upload documents, and get a tracking ID to follow their status. A login only comes into existence if the student is admitted.
What happens to the documents of applications we reject?
They are deleted automatically after the retention period rather than sitting in the school’s storage forever. Until then they remain private to the school — applicant documents are never publicly accessible.
Can a parent add a missing document after applying?
Yes — through the tracking page, while the application is still open. If you have configured a required-documents checklist, the tracking page shows exactly what is missing.
Related
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