Configuration

The admission process can be adapted to the way your institute works, through the configuration menu of the Admissions application.

Admission Stages

Admission Stages are the columns of the application pipeline. They allow you to follow the applications through your own recruitment process without changing the underlying status of OpenEduCat.

• Go to Admissions ‣ Configuration ‣ Admission Stages. Click on New to create a new stage.

Details of Admission Stage Form

• Stage Name :- Name of the stage, as displayed in the pipeline. This field is mandatory.

• Sequence :- Position of the stage in the pipeline. The stages are ordered from the lowest to the highest sequence.

• Folded In Kanban :- When ticked, the column of that stage is displayed collapsed in the pipeline. It is normally used for the stages that close an application, such as Rejected and Cancelled.

• State :- The status that is applied on the application when it reaches this stage. The available statuses are Draft, Submitted, Confirmed, Admission Confirm, Rejected, Pending, Cancelled and Done.

• Form View :- When ticked, the stage is displayed in the status bar at the top of the application form. Leave it empty for the intermediate stages that you only want to use in the pipeline.

• Company :- The company the stage belongs to. Stages are only visible to the users of that company.

The stages delivered by default are :-

Stage	Sequence	Status applied	Shown on the form
Draft	1	Draft	Yes
Submitted	3	Submitted	No
Confirmed	4	Confirmed	Yes
Admission Confirm	5	Admission Confirm	No
Rejected	6	Rejected	No (folded)
Pending	7	Pending	No
Cancelled	8	Cancelled	No (folded)
Done	9	Done	Yes

Note

• A stage whose State is Done enrolls the applicant as soon as an application is moved into it, so keep a single stage with that status.

• Define only one stage per status in general :- when the status of an application changes through a workflow button, OpenEduCat moves the application to the first stage that matches that status.

Admission Tags

Tags are free labels that can be added on any application in order to classify and to filter the applications, for example Scholarship, Hostel Required, Sports Quota or Documents Pending.

• Go to Admissions ‣ Configuration ‣ Admission Tags. The list is editable, so you can click on New and encode the tag directly in the line.

• Tag Name :- Name of the tag. The name must be unique, OpenEduCat refuses to create two tags with the same name.

• Color :- Colour used to display the tag on the application form and on the Kanban cards. Click on the colour box to select another colour.

• Company :- The company the tag belongs to.

Once created, the tags are available in the Tags field of the application, and are displayed on the cards of the application pipeline.

Fees Term of the Application

The Fees Term of an application is not encoded manually, it is derived from the configuration of the institute :-

• Without academic plans, the fees term of the selected Course is applied on the application.

• With academic plans, the fees term is taken from the Fees Term field of the Course Configuration of the selected academic plan.

When the application is enrolled, the fees term is copied on the student, and the corresponding fees lines are generated for the fees terms that are based on fixed days or on a fixed date.

Access Rights

The access to the admission process is granted through the user roles of OpenEduCat, which are managed from Settings ‣ Users & Companies ‣ Roles.

• Faculty Member :- Receives the Admission / User access, which allows to consult and to process the applications.

• Head Admin :- Receives the Admission / Admin access, which additionally allows to manage the Admission Registers and to delete records.

• Admission Stages and Admission Tags menus are reserved to the users who have the administrator settings access.

Note

• Admission Registers, applications, stages and tags are filtered per company. A user only sees the records of the companies that are allowed for their account.

Automatic Fees Invoice Generation

A scheduled action named Fees Invoice Cron runs once a day and automatically creates the customer invoice of every fees line whose due date has passed and that has not been invoiced yet. Students and parents can then pay those invoices from the portal.

• The scheduled action can be reviewed by an administrator from Settings ‣ Technical ‣ Automation ‣ Scheduled Actions, where the frequency can be adapted or the action can be deactivated.