> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Admissions

> Manage your institution's admission rounds and applicant processing - from published application forms through to confirmed student records.

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.

***

## Who Uses This Feature

| Role                       | What They Do                                                                    |
| -------------------------- | ------------------------------------------------------------------------------- |
| **Admissions Officer**     | Creates admission rounds, reviews applicant records, updates application status |
| **Academic Administrator** | Converts approved applicants to students, verifies programme assignments        |
| **Student / Applicant**    | Submits an online application via the admissions portal (if enabled)            |

***

## 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)

***

## 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.

***

## 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:

| Field                            | What to Enter                                                                 |
| -------------------------------- | ----------------------------------------------------------------------------- |
| **Title**                        | A name for this admission round, e.g. "September 2025 Intake"                 |
| **Academic Year**                | The year this intake belongs to (required)                                    |
| **Admission Start Date**         | When applications open                                                        |
| **Admission End Date**           | When applications close                                                       |
| **Publish on Website**           | Tick this to make the application form available online                       |
| **Enable Admission Application** | Tick this to allow online submissions                                         |
| **Eligibility and Details**      | Add each programme available in this round, with any eligibility requirements |
| **Introduction**                 | A description shown to applicants on the website                              |

4. 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-student-admission-form.png" alt="Student Admission form showing title, dates, programme eligibility table, and website publish settings" />
</Frame>

***

## Processing a Student Applicant

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

### Creating an Applicant Manually

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

| Field                           | What to Enter                                                 |
| ------------------------------- | ------------------------------------------------------------- |
| **First Name**                  | Applicant's first name (required)                             |
| **Last Name**                   | Applicant's last name                                         |
| **Programme**                   | The programme they are applying to (required)                 |
| **Academic Year**               | The intake year (required)                                    |
| **Academic Term**               | The term, if applicable                                       |
| **Student Admission**           | Link to the admission round, if one is running                |
| **Application Status**          | Set the current status (see below)                            |
| **Application Date**            | Date the application was received                             |
| **Date of Birth, Gender, etc.** | Personal details                                              |
| **Student Category**            | Scholarship category or special classification, if applicable |
| **Guardians**                   | Add guardian details if relevant                              |

4. Save the record.

### Application Status Lifecycle

| Status       | Meaning                                               |
| ------------ | ----------------------------------------------------- |
| **Applied**  | Application received, not yet reviewed                |
| **Approved** | Application approved; ready to convert to student     |
| **Rejected** | Application declined                                  |
| **Admitted** | Student has been formally admitted (record converted) |

Move the status as you review each application. You can filter the applicant list by status to work through your queue efficiently.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-student-applicant-form.png" alt="Student Applicant form showing personal details, programme selection, application status, and guardian information" />
</Frame>

### 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**.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-applicant-create-student-button.png" alt="Student Applicant form with the Create Student button highlighted in the top toolbar" />
</Frame>

***

## Field Guide

### Student Admission

| Field                        | Purpose                                                   |
| ---------------------------- | --------------------------------------------------------- |
| Title                        | Identifies the admission round in lists and links         |
| Academic Year                | Determines which year admitted students are enrolled into |
| Admission Start / End Date   | Controls when the round is visible and open               |
| Publish on Website           | Makes the round visible on your admissions portal         |
| Enable Admission Application | Activates the online application form                     |
| Eligibility and Details      | Programmes available and their eligibility criteria       |
| Introduction                 | Public-facing description shown on the admissions page    |

### Student Applicant

| Field              | Purpose                                                            |
| ------------------ | ------------------------------------------------------------------ |
| First / Last Name  | Applicant identity                                                 |
| Programme          | Which course they want to enrol in                                 |
| Academic Year      | The year of entry                                                  |
| Application Status | Tracks where the application is in the review pipeline             |
| Student Admission  | Links this applicant to an admission round                         |
| Student Category   | Used for scholarship or quota classification                       |
| Paid               | Marks whether the application fee has been collected               |
| Guardians          | Parent/guardian contacts - carried over when converting to student |

***

## Workflow Journey

<Steps>
  <Step title="Admission round created">
    A Student Admission record is set up with the intake dates, programme, and optional online application form.
  </Step>

  <Step title="Applications received">
    Applicants submit online or staff enter walk-in applications as Student Applicant records with status Applied.
  </Step>

  <Step title="Admissions team reviews applications">
    Each application is opened and assessed; the team updates the status to Approved or Rejected.
  </Step>

  <Step title="Create Student clicked for approved applicants">
    For each approved applicant, the admissions team clicks "Create Student" in the top toolbar.
  </Step>

  <Step title="Student record created">
    Bizaxl creates a Student record pre-filled with the applicant's details; the application status is automatically set to Admitted.
  </Step>

  <Step title="Student proceeds to Programme Enrolment">
    The newly created student is ready to be enrolled in a programme for the academic year.
  </Step>
</Steps>

***

## 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.

***

## Automatic Actions

| Action                                       | When It Happens                                            |
| -------------------------------------------- | ---------------------------------------------------------- |
| Student record created                       | When you click "Create Student" on an approved applicant   |
| Application status set to "Admitted"         | Automatically when a student is created from the applicant |
| Online application creates Student Applicant | When a prospective student submits the online form         |

***

## 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.

***

## 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.

***

## Related Features

* [Student Management](/education/college-management/student-management) - the student record created from an approved applicant
* [Programmes & Courses](/education/college-management/programmes-and-courses) - programmes that applicants apply to
* [Fee Management](/education/college-management/fee-management) - application fee collection via the Paid checkbox on the applicant