Review applications and enroll students

Once applications start arriving, the Applications Pipeline is where you manage them. It gives you one view of every applicant and the stage they have reached, so nobody is forgotten and every family gets an answer.

The pipeline stages

Applications move through: Enquiry → Applied → Interview → Offered → Enrolled or Rejected.

• Enquiry — initial interest, before a formal application.
• Applied — a complete application has been submitted.
• Interview — the applicant is being assessed, interviewed, or tested.
• Offered — the school has made an offer and is awaiting the family’s response.
• Enrolled — the applicant has accepted and become a student.
• Rejected — the application will not proceed.

Keeping stages accurate matters: it is how you know how many places remain and which families are still waiting to hear from you.

Step 1 — Review applications

1. Open the Applications Pipeline.
2. Use search and filters to focus on a stage, a cycle, or a particular applicant.
3. Open an application to read the details the family submitted.
4. Check that required information is complete, and where a fee applies, that it has been paid.
5. Move the application to the next stage, or reject it with a reason recorded.

Work through the pipeline on a regular schedule rather than in occasional bursts. Families judge a school by how promptly it replies.

Step 2 — Interviews and assessment

1. Move suitable applicants to Interview.
2. Arrange the interview or entrance assessment through your usual channels.
3. Record the outcome on the application so the decision is documented.
4. Move applicants forward to Offered, or reject them.

Step 3 — Make offers

1. Move the applicant to Offered.
2. Communicate the offer to the family, including any deadline for acceptance and any fees due.
3. Track responses in the pipeline so you know how many offers are outstanding.
4. Follow up before your acceptance deadline.

Step 4 — Enroll

1. Confirm the offer details and that any admission fees are settled.
2. Choose Enroll on the application.
3. The student record is created and the registration number is shown — note it, as families often ask for it.
4. Place the student in a class under Class Students.
5. Link parents or guardians to the student so they get portal access.
6. Issue portal access for the student and guardians as your school normally does.

What you’ll see

• The pipeline totals shifting as applicants move between stages.
• New students appearing in student lists once enrolled.
• Admission Fee Payments showing fee status for applicants who must pay before enrolment.
• Applicants able to check their status with their tracking code.

Tips

• Update stages promptly. A stale pipeline gives you misleading numbers when you are counting places.
• Record rejection reasons so you can answer questions later.
• Enroll in batches before a new session so class placement and guardian linking happen in one organised pass.
• Check for duplicates where a family has applied more than once.

Common issues

An enrolled student is not in any class

Enrolling creates the student record; class placement is a separate step under Class Students.

Parents cannot sign in after enrolment

Guardians must be linked to the student and issued access. Check the student’s guardian details.

An applicant paid but shows as unpaid

Uploaded evidence needs approval. Review it under Admission Fee Payments.

We enrolled someone by mistake

Contact your administrator to correct the record. Fix it before invoices are generated for that student.

What’s next

With new students enrolled and placed, move on to fee structures and invoicing so their billing is set up for the term.