Cycle status lifecycle
A cycle moves forward through four statuses. You cannot skip a status or move backward.| Status | Meaning | Who can act |
|---|---|---|
draft | Being configured. Not visible to applicants. | Staff only |
open | Actively accepting applications. Applicants can self-apply. | Staff and applicants |
closed | No longer accepting new applications. Existing applications continue processing. | Staff only |
archived | Long-term read-only state. No further changes allowed. | Read-only for everyone |
Transitions are one-way. Once a cycle is archived, it cannot be re-opened. Archive only when you are certain no further admissions actions are needed on that cycle.
Creating a cycle
Every cycle must be tied to an academic period. Optionally, you can scope a cycle to a specific program or academic level so that only relevant applicants can apply through it.Open the Admission Cycles list
Navigate to Admissions → Cycles in the sidebar. Click New cycle to open the creation form.
Set the cycle identity
Enter a unique Code (used in filters and reports), a human-readable Name, and an optional Description. The code must be unique within your institution.
Attach an academic period
Select the Academic Period this cycle belongs to. Applications converted under this cycle will produce enrollments in that period. You may also optionally select a Program and Academic Level to narrow the cycle’s scope.
Configure availability windows (optional)
Set Opens At and Closes At timestamps if you want the cycle to open and close automatically. You can also set a Max Applications cap — once reached, the cycle stops accepting new submissions even if it is still technically open.
Define document requirements
Under the Requirements section, add each document type your applicants must submit (for example,
birth_certificate, form_138, id_photo). Each entry becomes a requirement that Edurie uses to track upload and verification status per applicant.Save as draft
Click Create cycle. The cycle is saved with status
draft. You can continue editing it — including the custom form fields — before going live.Configuring custom form fields
Edurie lets you build a dynamic application form for each cycle. Custom fields appear on the applicant-facing form in addition to the standard personal details fields. You can add them at any time while the cycle is indraft — and you can update them after the cycle opens, though changes will not retroactively affect already-submitted applications (Edurie snapshots the form at submission time).
Supported field types
| Type | Use case |
|---|---|
text | Short free-text answers |
textarea | Longer free-text answers (essays, statements) |
number | Numeric values with optional min / max bounds |
date | Date pickers |
email | Validated email addresses |
phone | Validated phone numbers |
select | Single-choice dropdown |
multi_select | Multi-choice dropdown |
radio | Single-choice radio buttons |
boolean | Yes / No toggle |
Conditional visibility
Each field can carry avisibleIf rule that shows or hides it based on the value of another field in the same form. This lets you build branching forms — for example, showing a “Previous institution name” field only when the applicant answers “Yes” to “Have you attended another institution?”.
Opening and closing a cycle
Opening a cycle
When you are ready to accept applications, open the cycle from the cycle detail page. This transitions the status fromdraft to open and applicants can immediately begin submitting through the portal.