Checklists

Admissions checklists contain milestones that the candidate needs to complete during the school's admissions process. These are completely customizable by the school to represent events like completing an application form, making initial content with the school, finishing the interview process, making a decision, and more. Once created, schools can also add individual steps associated with that milestone that must be completed during the admissions process.

Admissions managers and staff use checklists to manage candidates' progress throughout the process. Check here for more details on how to add a checklist to a candidate.

  1. From the persona menu, select Enrollment management followed by Admissions.

  2. Select Admissions setup, Checklist, then select Add Checklist to get started. Additionally, you can select Copy next to an existing Checklist to make a duplicate version that you can edit. Read more about this below under the Managing Checklists section.

  3. Add a Checklist name and set the Status to either Active or Inactive. Note that you can change this status at a later time if needed.

  4. After selecting Save and Build, you can now start creating the checklist by adding milestones. Enter a Name and the Status Changes including:

    • No Change

    • Entering Milestone

    • Exiting Milestone

  5. For each checklist milestone, you can Edit it to change the Name or Status. Select Add Step to start creating new checklist steps and associated notifications. To delete a Milestone, select the trash can icon.

  6. Add additional Milestones as needed. 

  7. Use Edit Order to change the order of a milestone or step by dragging it to a new location. Moving a Milestone will bring all of the included steps with it.

  8. These updates, edits, and changes are automatically saved, so you can select Back to Checklists to return to the main Checklist page once more.

Tip: Admissions managers can enable a candidate to resubmit an application before it is processed. Use this option when a family contacts you because they need to make changes or additions to the application. From the candidate’s Checklist, select Allow Resubmit. Previous signatures are removed. Candidates should then access their Checklist, find the Application step, and select Continue to edit the application and resubmit it with new signatures. After the application is processed, you can’t enable the resubmission option.

Admissions managers can also manage existing checklists through Edit and Copy. With Copy, you can make an exact duplicate of the checklist, which is great for testing things without impacting the other, potentially live version.

The other tool is Edit. As expected, edit allows you to modify or change existing features of the checklist including its settings and step details. You can add steps, milestones, as well as the current order of the checklist. There's a global setting that allows you to auto expand all step details if you want as well.

Adding or editing a step allows you to change settings such as if it is required, hide all steps until the previous step is completed or waived, add a due date, what type of step, and if a staff member needs to be assigned as well.

Notifications can also be set up from here, including ones that trigger to remind or follow up. Under Reminder notifications, create an email or Text/SMS notification that will be sent to individuals who may need a reminder regarding an upcoming due date or something similar. It can be set to inactive as well, if the notification is no longer needed. Follow up notifications are set up the same way and are primarily used for when a step has been completed.

Schools can use the Auto-select settings to create rules that automatically assign checklists and staff when processing inquiry, application, need checklist, and event registration forms. The form itself will still need to be processed manually.

To get started select +Auto-select settings.

Note: All settings are tied to the selected Entering year. This allows for different distinctions to be made so a new checklist doesn’t have to be made each time.

The first section is all about the checklist items and the criteria that can be automatically assigned. Make sure to select Active to turn this section on, otherwise leave it unchecked to disable it completely.

Under Criteria, you can select as many or as little of the four options to get started:

  • Board Type

  • Grade levels

  • International/domestic

  • Program

When selected, the associated column will appear below. Next, you can start defining the criteria you need, using the drop down or multi-select to set up rules for the feature to follow.

For example, if the Boarding type is set to Boarding and they’re coming in as a 6th, 7th, or 8th grader, and they’re domestic, then they’ll use the selected checklist that has been picked.

You can add as many conditions and rules as needed to cover many different scenarios. However, you can also automatically assign a checklist if the above criteria aren’t met so all your bases are covered. This isn’t required so you can still manually assign a checklist as needed.

If you no longer need a particular rule, select the trash can icon to remove it.

Warning: If you accidentally make a new line that has the same criteria as a previously made one, a warning message appears above letting you know that there is a conflict that needs to be resolved. However, validation doesn’t extend to scenarios where the criteria is valid, but overlaps a different one. Such as if you have the same grade levels for International and another for any international/domestic. In that case, a note will be added to the profile under the Checklist to assign dropdown that indicates Auto-select could not be completed due to multiple criteria rules matching the submission.

Similar to the checklists above, specific Admissions staff can be automatically assigned based on if certain criteria are met. The process is exactly the same, make sure the section is Active and any of the four criteria are selected.

Again, establish specific rules based on Board type, Grade levels, International/domestic, or Program. The final step is to select the Admissions staff member when these rules are met. You can also establish a default staff member if none of the rules are met. If you no longer need a particular rule, select the trash can icon to remove it.