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Admissions in College Management covers the full journey from a prospective student’s first application to their confirmed enrolment. You can run multiple admission rounds, manage applicants in a structured pipeline, and convert approved applicants directly into student records.

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Who Uses This Feature

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Before You Start

You need the following set up before processing admissions:
  • At least one Academic Year and, if required, an Academic Term
  • At least one Programme for applicants to apply to
  • Education Settings configured (current academic year and term set)

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How Admissions Work

There are two related record types in this process: Student Admission - An admission round. It defines the period during which applications are open, which programmes are available, and whether an online application form is published on your website. Student Applicant - An individual application. Each person who applies creates one Student Applicant record. Applications can be submitted through your website (if the admission is published) or entered manually by staff.

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Creating an Admission Round

An admission round lets you control when applications are open, and optionally publish an online application form.
  1. Go to Education workspace → Admissions card → Student Admission.
  2. Click New.
  3. Fill in the admission details:
  1. Save the record.
If you ticked Publish on Website, your institution’s admissions page will now show this round and allow online submissions. Applicants who submit online will appear automatically as Student Applicant records.
Student Admission form showing title, dates, programme eligibility table, and website publish settings

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Processing a Student Applicant

Every person who applies - whether online or entered manually - has a Student Applicant record.

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Creating an Applicant Manually

  1. Go to Education workspace → Admissions card → Student Applicant.
  2. Click New.
  3. Fill in the applicant’s details:
  1. Save the record.

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Application Status Lifecycle

Move the status as you review each application. You can filter the applicant list by status to work through your queue efficiently.
Student Applicant form showing personal details, programme selection, application status, and guardian information

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Converting an Approved Applicant to a Student

Once you have set the status to Approved, you can create the official student record:
  1. Open the approved Student Applicant record.
  2. Click Create Student (button in the top toolbar).
  3. Bizaxl creates a new Student record pre-filled with the applicant’s details.
  4. The Student Applicant field on the Student record links back to the original application.
  5. The application status automatically updates to Admitted.
Student Applicant form with the Create Student button highlighted in the top toolbar

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Field Guide

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Student Admission

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Student Applicant

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Workflow Journey

1

Admission round created

A Student Admission record is set up with the intake dates, programme, and optional online application form.
2

Applications received

Applicants submit online or staff enter walk-in applications as Student Applicant records with status Applied.
3

Admissions team reviews applications

Each application is opened and assessed; the team updates the status to Approved or Rejected.
4

Create Student clicked for approved applicants

For each approved applicant, the admissions team clicks “Create Student” in the top toolbar.
5

Student record created

Bizaxl creates a Student record pre-filled with the applicant’s details; the application status is automatically set to Admitted.
6

Student proceeds to Programme Enrolment

The newly created student is ready to be enrolled in a programme for the academic year.

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Reports & Monitoring

There is no dedicated admissions report, but you can monitor the pipeline using the Student Applicant list view:
  • Filter by Application Status to see all pending, approved, or rejected applications
  • Filter by Programme to see applications for a specific course
  • Filter by Academic Year to review a specific intake
To export the list: click Menu → Export in the list toolbar.

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Automatic Actions

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Best Practices

  • Create an Admission round before opening applications - even if you are entering applicants manually, linking them to an admission record helps you track which intake they belong to.
  • Use Student Category early - if your institution has scholarship or quota categories, set this on the applicant record so it carries over to the student and enrolment records automatically.
  • Review applications in batches - use the list view filter by status “Applied” to work through pending applications systematically.
  • Do not skip the Approved status - setting status to Approved before creating the student record ensures your admissions team has reviewed the application before it enters the system.
  • Record guardian details on the applicant - they will carry forward to the student record, saving data entry time.

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Troubleshooting

I cannot see the “Create Student” button. The button appears only when the application status is Approved. Change the status to Approved and save before attempting to create a student. The online application form is not visible on the website. Ensure both Publish on Website and Enable Admission Application are ticked on the Student Admission record, and that the record has been saved. A student was created in error from the wrong applicant. Open the student record, delete it, then revert the applicant status to Approved. Do this only if the student has no linked enrolments or financial records.