> ## 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 & Enquiries

> Work the enquiry pipeline from first contact to enrolment, capture public enquiries from a web form, manage applicants, and convert prospects into students.

Admissions is how new families find their way into the centre. A prospective parent makes an enquiry, your team works it through a pipeline, and a won enquiry converts into an applicant or straight into a student. A public web form lets enquiries arrive on their own.

## Roles and responsibilities

| Role                      | Responsibility                                                    |
| ------------------------- | ----------------------------------------------------------------- |
| **Admissions Counsellor** | Works the enquiry pipeline, contacts prospects, and converts them |
| **Education Manager**     | Oversees admissions and enrolment decisions                       |
| **Academics User**        | Completes enrolment once a student is created                     |

## The enquiry pipeline

An enquiry moves through clear stages from first contact to decision.

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  N[New] --> C[Contacted]
  C --> D[Demo Scheduled]
  D --> W[Won]
  D --> L[Lost]
  C --> L
```

| Stage              | Meaning                         |
| ------------------ | ------------------------------- |
| **New**            | Just arrived, not yet contacted |
| **Contacted**      | Your team has reached out       |
| **Demo Scheduled** | A trial or demo class is booked |
| **Won**            | The family has decided to join  |
| **Lost**           | The prospect did not proceed    |

### Tuition Enquiry field guide

| Field                   | Purpose                                    |
| ----------------------- | ------------------------------------------ |
| **Program**             | The program the prospect is interested in  |
| **Stage**               | Where the enquiry sits in the pipeline     |
| **Assigned to**         | The staff member working the enquiry       |
| **Converted student**   | The student record created on conversion   |
| **Converted applicant** | The applicant record created on conversion |

## Working the pipeline

<Steps>
  <Step title="View the pipeline">
    From **Enquiries**, see enquiries grouped by stage.
  </Step>

  <Step title="Create or receive an enquiry">
    Add an enquiry manually, or let one arrive from the public web form.
  </Step>

  <Step title="Advance the stage">
    Move the enquiry along as you contact the family and schedule a demo.
  </Step>

  <Step title="Convert on Won">
    Convert a won enquiry into a student, or into an applicant if you run a formal application step first.
  </Step>
</Steps>

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-tuition-enquiry-pipeline.png" alt="Enquiry pipeline board with columns for each stage" />
</Frame>

## The public enquiry form

Your centre has a public **enquiry web page** where prospective families can submit their own interest without needing a login. Submissions land in the pipeline as new enquiries, ready for your team to pick up. To avoid flooding inboxes, automatic acknowledgements are suppressed for these self-submitted enquiries.

## Applicants and admissions

When you run a formal application step, an enquiry becomes an **applicant**. You set the applicant's status as they progress, and applicants receive an acknowledgement when their application arrives and a notification when they are approved or rejected. An approved applicant converts into a student.

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  E[Enquiry Won] --> A[Applicant]
  A --> S[Student]
  E --> S
```

## Upstream and downstream dependencies

* **Upstream**: the public form or a counsellor creates an enquiry; a [program](/education/tuition-centre/batches-and-enrolment) gives the enquiry context.
* **Downstream**: a converted enquiry becomes a [student](/education/tuition-centre/students-and-guardians), who then enters [enrolment](/education/tuition-centre/batches-and-enrolment) and [fees](/education/tuition-centre/fees-and-payments).

## Best practices

* **Keep stages current.** The pipeline is only useful if it reflects reality; advance or close enquiries promptly.
* **Assign every enquiry.** An unassigned enquiry has no owner and tends to go cold.
* **Convert, do not re-key.** Use the conversion actions so the student inherits the enquiry's details instead of typing them again.