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The Admissions module is the front door of your institution. It lets you define intake windows, collect applications, review documents, and ultimately turn an accepted applicant into a fully enrolled student — all inside a single, auditable workflow. Whether you run rolling admissions or fixed intake periods, every step from cycle creation to billing is handled here.

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What the Admissions module covers

The module is built around five interconnected concepts that work together to take an applicant from first inquiry to first day of class.
ConceptWhat it is
Admission CycleA time-bounded intake window tied to an academic period. You control when it opens, when it closes, and who can apply.
ApplicationAn applicant’s record within a cycle. Tracks identity, form responses, status, and every review action taken by staff.
Document RequirementsFiles you require from each applicant — transcripts, IDs, certificates. Staff verify or reject each one individually.
Pre-EnrollmentClasses attached to an application before conversion. These become the student’s actual class enrollments at the moment of conversion.
ConversionThe one-time action that transforms an accepted, cleared application into a Student record, an Enrollment, and individual class enrollments. Billing is triggered automatically at this point.

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The full admissions lifecycle

Every application moves through a predictable, stage-gated lifecycle. The diagram below shows the major milestones and who drives each transition. 
Cycle: draft → open → closed → archived
                 ↓
Application: draft → submitted → under_review
                                      ↓
                          accepted / waitlisted / rejected / withdrawn
                                      ↓ (accepted only)
                              cleared for enrollment
                                      ↓
                                  enrolled  ←  convert-to-student
An application can only be converted to a student after its status is accepted and a registrar has issued enrollment clearance. Both conditions must be met before the Convert action becomes available.

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Key concepts at a glance

Admission Cycle — An intake window anchored to an academic period (and optionally a program or academic level). A cycle moves through four statuses: draft while you’re configuring it, open while it accepts applications, closed once the intake period ends, and archived for long-term record-keeping. Admission Application — Every applicant in a cycle has exactly one application. Applications can be self-submitted by the applicant through the portal, or created by staff as a walk-in. The application holds the applicant’s personal details, custom form responses, and a snapshot of the form at the time of submission. Document Requirements — You define which documents a cycle requires. Applicants upload them; staff verify or reject each file. Rejected documents can be re-uploaded by the applicant until the application is cleared. Pre-Enrollment — Before a final decision is made, staff can attach specific classes to an application. This lets you plan a student’s schedule before they officially enroll, and eliminates a separate scheduling step at the point of conversion. Conversion — The terminal action on an accepted application. Conversion creates the permanent Student record (assigning an immutable student number in YYYY-NNNNN format), creates an Enrollment for the academic period, and materializes every pre-enrollment class into an active class enrollment. A draft billing invoice is generated automatically — no separate billing step required.

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Explore the Admissions module

Admission Cycles

Create and manage intake windows, configure dynamic form fields, and control the cycle status lifecycle.

Applications

Review self-submitted and walk-in applications, move them through statuses, assign sections, and manage pre-enrollment.

Documents

Define document requirements, guide applicants through uploads, and verify or reject files as a staff reviewer.

Converting Applicants

Understand what happens when you convert an accepted application — student records, enrollments, and billing explained.