Admissions

Admissions turns enquiries and applications into enrolled students. Parents submit a short form on your public school page (or any website you embed it on); staff review, offer, accept, and enrol — and every step creates the right downstream records: student profile, guardian record, class roster entry, fee assignment, welcome email.

This guide walks through every part of the system in the order a new school would set it up.

---

How it works in one minute

1. Parent submits the public form on your school’s landing page (or any website where you pasted the embed code). They pick a grade, enter contact details, and add any custom fields you configured.

2. The application appears in your pipeline under the Applied tab with an auto-generated reference number (e.g. SPRIA0001).

3. You review it in the detail panel — read the custom answers, jot internal notes, schedule an interview.

4. You change status as the conversation progresses: Applied → In review → Offered → Accepted. The system emails the family using your configured templates.

5. On Accept & enrol you pick a section, optionally pick a fee structure, and confirm. The system creates the student record, links the guardian, enrols into the class, attaches any uploaded documents, generates an admission number, and sends a welcome email — all in one action.

6. The student appears in your Students list immediately. Done.

---

Where to find it

Where	What’s there
Sidebar → People → Admissions	The pipeline — every application + KPI cards, status tabs, search
Sidebar → Settings → Admissions	Form configuration: open grades, optional fields, custom fields, decision-email templates, embed code
Sidebar → Settings → Landing Page	Add the Application Form section to your public landing page
Sidebar → Settings → Document Requirements	Configure required + optional documents (used by the post-offer parent form)

Note

You need the Admissions permission to view the pipeline, Edit to change statuses, and Configure to manage form settings. Owner, manager, and partner roles get all three by default.

---

Setting it up — first time

1. Open Grades for admissions. Go to Settings → Admissions → Open grades for admissions. Toggle on every grade you’re currently accepting applications for. Closed grades are hidden from the public form but stay in the list so you can re-open them later.

2. Configure form fields. In the same Settings page, decide which optional fields show on the public form:

   • Gender required (default on)
   • Show “Previous school”
   • Show “Second guardian”
   • Allow photo upload

   The 8 core fields (student name, date of birth, class, city, primary guardian name/phone/email) are always required.

3. Add custom fields if you need them. Use Custom fields to capture school-specific info — religion, sibling discount, transport requirement, language preference. Each field has a type (text, number, date, dropdown, checkbox), can be required or optional, and can be limited to specific grades.

4. Write your decision emails. The Decision emails section has Offer and Rejection templates. Use these placeholders anywhere in the subject or body and they’ll be substituted at send time:

   Placeholder	Replaced with
   {{studentName}}	Applicant’s full name
   {{guardianName}}	Primary guardian’s name
   {{schoolName}}	Your school’s name
   {{applicationNumber}}	Reference number (e.g. SPRIA0001)
   {{gradeName}}	Grade the applicant chose
   {{completionLink}}	Magic link to the “complete your enrolment” form (offer email only)

   Click Save when you’re done. The Save button only activates when there are unsaved changes — an amber “Unsaved changes” marker appears next to the section title while you’re editing.

5. Confirm your email provider is verified. Decision emails are sent via the provider configured in Settings → Email. If it isn’t verified, transitions still happen but no email goes out — the toast notification will say so.

6. Configure required documents (recommended). Go to Settings → Document Requirements and add what you collect at admission: birth certificate, transfer certificate, prior report card, etc. Mark each as mandatory or optional. These slots automatically appear on the parent’s post-offer “complete your enrollment” form (see Magic-link completion form below).

7. Put the form on a website. You have two ways to publish the form:

   Option A — Use the built-in school landing page. Open Settings → Landing Page, find the Application Form section, toggle it visible, edit the headline / subtitle / button copy, then Publish. Parents will see it on sma.premeena.com/{your-slug}.

   Option B — Embed on your existing school website. In Settings → Admissions → Embed on your website, copy the iframe snippet and paste it anywhere on your WordPress / Wix / Squarespace / custom HTML site. The form auto-resizes to fit its content, picks up your brand colours from the landing-page builder, and submissions land in the same pipeline.

---

The pipeline page

Once applications start coming in, Sidebar → People → Admissions is mission control.

KPI cards

Five tiles across the top give you the headline numbers at a glance:

Card	What it counts
Total	Every application in every status
Pending decision	Enquiry + Applied + In review combined — your to-do pile
Offered	Offers extended, waiting on the family
Accepted	Families that accepted; waiting to enrol
Enrolled	Fully converted to students

Status tabs

The TabBar below lets you filter to one status at a time. Each tab shows a count badge. The Enquiry tab only appears when there are actual enquiries (it auto-hides when empty so it doesn’t clutter the bar).

Table

The main DataTable shows: reference number, applicant name, applying-for grade (with assigned section once enrolled), guardian contact (click-to-call phone, click-to-email email), status pill, and submission time (relative — “2d ago” — with absolute date below).

Click any row to open the detail modal.

Search

Type into the search box to filter by applicant name, guardian name, phone, email, or reference number.

---

The detail modal

This is where every decision happens. Open by clicking any application.

Status header

The header strip shows:

• The current status (colour-coded chip)
• How long since submission
• A grade capacity badge if the grade has a cap configured — green when there’s room, amber at ≥80%, red at full

Status flow strip

A breadcrumb of the lifecycle showing where this application is. Steps that are complete go green; the current step is highlighted in your primary brand colour.

Quick actions

Context-aware buttons under the flow strip — the system only shows actions that make sense from the current state:

From	You can do
Enquiry	Promote to Applied (opens a form to fill missing required fields)
Applied	Move to review · Send offer · Reject
In review	Send offer · Waitlist · Reject
Offered	Accept & enrol (single action — see below) · Withdraw offer
Waitlisted	Send offer · Reject
Accepted	Enrol as student
Rejected	Reopen

Sections

Below the actions, the modal is organised into cards:

• Applicant — name, DOB, gender, city, applying-for grade, section (if assigned), previous school
• Primary guardian — name + click-to-call phone + click-to-email + copy buttons; second guardian if provided
• Post-offer completion form — appears once status is Offered; shows whether the family submitted the long form (✓ Submitted 2h ago with structured preview, or Pending with a Resend completion link button)
• Additional answers — values for your custom fields
• Internal — interview slot picker + internal notes textarea + Save button

---

Decision emails

When you click Send offer or Mark rejected, the system automatically emails the primary guardian using the template you configured. The toast at the top of the screen tells you exactly what happened:

Toast	Meaning
Status updated · Decision email sent to the primary guardian	Email accepted by the provider
Status updated · No email sent — add a template + email provider in Settings to enable	Either no template configured or no verified email provider
Status updated · Decision email failed — check email provider config	Provider rejected the send

Every send is recorded in the Email Logs with the application ID for later review.

Tip

The first email from a brand-new sender domain often takes longer to arrive (5–30 seconds) while gmail / outlook do reputation checks. Subsequent emails arrive within a few seconds.

---

Magic-link completion form

When you mark an application as Offered, the system automatically:

1. Generates a single-use signed link
2. Substitutes it into the {{completionLink}} placeholder if your offer email template includes it

The parent opens the link in their browser — no login required — and fills the long form:

• Address — full address (required)
• Second guardian — if not already provided
• Health basics — blood group, allergies, conditions, medications, emergency contact
• Documents — one upload slot per required-document you configured in Settings → Document Requirements

The form inherits your school’s brand (accent colour, fonts) from the landing page, and a small “Submitted” status appears in the staff detail modal once the parent finishes.

Magic link details

• Valid for 7 days from when it’s issued
• Single use — consumed when the parent submits
• Resending — click Resend completion link in the detail modal to issue a fresh link (invalidates the old one)
• Privacy — uploaded files are stored under a per-application folder; only staff with admission permission can read them

When you later Accept & enrol, the system uses the completion data to pre-fill the student record (address, health info, documents).

---

Capacity caps and waitlist

You can configure per-grade and per-section caps to manage admissions volume.

Setting a cap

Edit the capacity field on a grade in Grades setup (or on a section in Sections setup). Leave it blank for no cap.

Capacity badge

When a grade has a cap, the application detail modal shows a coloured badge:

Badge colour	When
🟢 Green	Below 80% capacity
🟡 Amber	80% or higher
🔴 Red	At or above capacity

The count includes everyone holding a seat: Offered + Accepted + Enrolled, plus any students already on the roster.

Warn-and-override

Capacity is a warning, not a hard block. When you try to offer or enrol past the cap:

1. The API returns a 400 with the message: Grade IX is at capacity (25/25). Re-confirm to offer anyway.
2. The toast shows an Offer anyway button (or Enrol anyway for the enrol step).
3. Clicking it re-fires the action with an override flag, and the audit log records that an override was used and what the count was at the time.

This lets schools intentionally over-offer (banking on some declines) while preserving an auditable trail.

Waitlist queue

When you mark an application as Waitlisted, the system auto-assigns a position based on the order in which applications were waitlisted for that grade.

A Next to promote panel appears at the top of the Waitlisted tab showing the top 3 candidates per grade with a one-click Promote button — which moves them to Offered (running through the same capacity / override flow).

---

Logging an enquiry manually

Not every lead comes through the public form. For phone calls, walk-ins, referrals, and emails, use the Log enquiry button at the top of the Admissions pipeline.

The form asks for:

• Required: Student name, primary guardian name, primary guardian phone
• Optional (fill what you know): interested grade, guardian email, city, date of birth, source (phone / walk-in / email / referral / other), internal notes

The enquiry lands in the Enquiry tab (which appears once it has any content). When the family later commits to applying:

1. Open the enquiry from the pipeline
2. Click Promote to Applied in the detail modal
3. Fill in the now-required fields (date of birth, email, city) and confirm the grade
4. The status flips to Applied and the application enters the normal review pipeline

---

Accept & enrol — the big moment

This is the action that turns an applicant into a student. From any Offered or Accepted application:

1. Click Accept & enrol (on offered apps) or Enrol as student (on accepted apps).
2. A panel slides in below the status flow strip with:
   • Section dropdown — every section under the applicant’s grade in the active year, with capacity info (e.g. Grade IX — IX-A · cap 30)
   • Capacity hint under the dropdown once you’ve picked a section
   • Fee structure picker (optional) — every active fee structure for the picked grade in the active year
3. Click Confirm enrolment.

In one action, the system:

1. Generates an admission number (e.g. SPRI0001)
2. Creates the student record with all completion-form data merged in
3. Creates the guardian record and links it to the student
4. Enrols the student into the chosen section
5. If you picked a fee structure: creates a draft student fee assignment (review and activate it in Finance → Assignments)
6. Attaches any documents the parent uploaded as entity_documents rows on the student
7. Marks the application Enrolled
8. Sends a welcome email to the primary guardian with the admission number
9. Refreshes the Students, Parents, and Section Roster views

The toast at the bottom of the screen summarises everything that happened, e.g.:

SPRIA0003 enrolled as student · welcome email sent · fee assignment created

You’ll find the new student in Sidebar → People → Students immediately.

---

Custom fields

Add fields beyond the standard set in Settings → Admissions → Custom fields.

Field types

Type	What it shows
Text	Single-line text input
Number	Numeric input
Date	Date picker
Dropdown	Select from a list of options you define
Checkbox	Yes/no toggle

Scoping to specific grades

Each field has an applicable grades setting (under the dropdown picker). Leave it empty to show the field for every grade, or limit it to specific grades (e.g. show “Hostel required” only for grades 6 onwards).

Required vs optional

Required fields block form submission with a clear error message until they’re filled. Optional fields are nice-to-have.

Display order

Set the display order to control where fields appear on the form (lower numbers come first).

---

Embed on your existing website

You don’t have to use Premeena’s landing page builder. The same form works as an iframe on any website.

1. Go to Settings → Admissions → Embed on your website.
2. Click Copy on the embed code (it’s an <iframe> plus a tiny auto-resize script).
3. Paste it into the HTML of any page on your school’s existing site — WordPress, Wix, Squarespace, Webflow, hand-written HTML, anything that lets you paste HTML.
4. The form renders inline, picks up the brand colours from your landing-page builder, auto-resizes as fields appear or disappear, and submissions land in the same pipeline.

For tools that only accept a URL (like Webflow’s Embed component), use the Direct URL block below the iframe snippet.

Click Open embed preview to see exactly what visitors will see.

---

Permissions

Permission	Grants
admission:view	See the Admissions pipeline + open application details
admission:edit	Change statuses, save notes, set interview slots, promote enquiries, accept & enrol
admission:configure	Manage form settings, custom fields, decision emails, grade open/closed toggles

By default these are granted to owner, manager, partner, and platform admin roles. To grant any of them to other staff (e.g. an admissions coordinator with a non-admin role), edit their Position in Settings → Positions.

---

Audit log

Every important change creates an audit log entry:

• Application created (public submission or staff-logged enquiry)
• Every status transition with old and new status
• Every override of a capacity warning (records the count at the time)
• Decision-email outcomes (sent / skipped / failed)
• Welcome-email outcome at enrolment
• Fee assignment result at enrolment
• Enquiry promoted to Applied
• Form settings, custom fields, open-grade toggles changed
• Documents attached at enrol

You can read the trail in Settings → Audit Trail filtered by entity type admission_application.

---

Troubleshooting

”I configured grades but only some appear on the form”

Check Settings → Admissions → Open grades for admissions. Grades with the toggle off don’t appear on the public form. Toggle them on — the form updates immediately.

”No email arrived after I marked an application Offered”

Three things to check, in order:

1. Is your email provider verified in Settings → Email?
2. Did you fill the Offer subject + body in Settings → Admissions → Decision emails?
3. Is the guardian email a real, non-placeholder address? @example.com and similar reserved domains may be silently dropped by providers.

Look at the toast that appeared after the status change — it tells you which condition failed.

”The form section dropdown is empty for a grade”

That grade doesn’t have any sections (classes) created in the active academic year yet. Either create one in Sections setup, or pick a different grade. The form still accepts applications for the grade — the section is assigned later, at the Accept & enrol step.

”An applicant says the completion link doesn’t work”

The link expires after 7 days, and is single-use. If they already submitted, the page says “Already submitted”. If the link expired or they lost it, open the application in the staff pipeline and click Resend completion link — a fresh link goes out and invalidates the old one.

”I can’t see the Enquiry tab”

The tab auto-hides when the count is zero — there’s nothing to look at. Log an enquiry via the Log enquiry button at the top of the pipeline and it’ll reappear.

”The Accept & enrol button is disabled”

You need to pick a section before confirming. If the dropdown is empty, you need to create sections under that grade in the active academic year first.

”I want to over-offer past the capacity cap”

You can. When the system blocks the action, the toast shows an Offer anyway button — click it to override. The override is recorded in the audit log.

---

What gets created at enrolment

For a single Accept & enrol action with a fee structure picked and a parent who submitted the completion form, here’s everything the system writes:

Record	Details
1 student	With admission number, address, blood group, allergies, emergency contact, photo (if uploaded)
1 parent (guardian)	Primary guardian linked as primary, can pickup, emergency contact
1 student-guardian link	Relationship recorded
1 class enrolment	Student rostered in the picked section, status active
1 draft fee assignment	With auto-calculated installments based on the fee structure (review and activate in Finance)
N entity documents	One per file the parent uploaded, tagged with the requirement’s label and category
1 application update	Status → Enrolled, linked to the new student record
1 welcome email	Sent to the primary guardian with the admission number
1 audit log entry	Captures everything above in one row

That’s nine atomic outcomes from one button click — which is the whole point of the pipeline.