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The Admissions Portal gives your school a fully branded, public-facing application page where prospective families can apply online without visiting your front desk. From the moment a family submits an application to the day a student is formally enrolled, every step of the process is tracked in a structured pipeline you control. This guide walks you through what applicants experience, how to manage the pipeline as an administrator, and how to convert an admitted applicant into an active student record.
The Admissions Portal is available exclusively on the Enterprise plan. If you are on a lower tier and would like access, contact your account manager to discuss an upgrade.

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What Applicants See

When a prospective family visits your school’s admissions URL, they land on a branded page that reflects your school’s logo, colors, and custom welcome message. The page presents a Start Application button that opens the multi-step enrollment form. The form collects information across three sections:

Biodata

Full legal name, date of birth, gender, nationality, passport photograph, and prior school information.

Academic Documents

Uploads of previous report cards, transfer certificates, and any entrance exam results the school requires.

Guardian & Emergency Contacts

Parent or guardian names, relationship, phone numbers, email addresses, and emergency contact details.
After submission, the applicant receives an automated lookup code by email and SMS. Families can return to the admissions portal at any time, enter their lookup code, and see their real-time application status — no need to call the school office.

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Application Fee Collection

If your school charges an application fee, you can require payment before a submission is accepted. The portal integrates with your configured payment gateway so families pay online during the final step of the form. Applications that have not paid remain in a Pending Payment holding state and are excluded from your active pipeline until payment is confirmed.

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The Application Pipeline

Every submission moves through a defined sequence of stages. Admins can advance applicants forward, hold them at a stage for review, or reject them at any point.
StageDescription
AppliedInitial submission received. Application is complete and awaiting review.
Entrance ExaminationApplicant has been invited to sit a written entrance exam.
InterviewApplicant has passed the exam stage and is scheduled for an interview.
AdmittedSchool has formally offered admission.
Active (Enrolled)Admission accepted; student record created in the main registry.

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Managing the Pipeline as an Administrator

Navigate to Operations → Admissions in the left sidebar to open the pipeline board. You will see all current applicants grouped by their stage in a table view.

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Moving an Applicant to the Next Stage

1

Open the applicant record

Click the applicant’s name in the pipeline table to open their full application profile. Review uploaded documents, biodata, and guardian contacts before making a decision.
2

Select the next stage

Click the Move to Next Stage button in the top-right corner of the profile. A confirmation dialog appears showing the current stage and the stage you are advancing to.
3

Add an optional note

You may attach an internal note to the transition — for example, specifying the date and time of an entrance exam or interview. Notes are visible only to admin staff.
4

Confirm the move

Click Confirm. The applicant’s status updates immediately, and an automated notification is sent to the applicant’s email address informing them of their new stage.

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Uploading Entrance Exam Results

If your school administers its own entrance exam, you can upload results directly to an applicant’s record.
1

Open the applicant's profile

Navigate to the applicant in the Entrance Examination stage.
2

Go to the Exam Results tab

Select the Exam Results tab within the profile panel.
3

Upload the results file

Click Upload Results, choose the file from your computer (PDF or image), and confirm. The result is attached to the applicant’s record and visible to the admin team.
4

Record the score

Enter the numerical score in the score field so it appears in the pipeline table alongside the applicant’s name for quick filtering.

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Rejecting an Applicant

To reject an applicant at any stage, open their profile and click Reject Application. You are prompted to select a rejection reason from a predefined list and optionally compose a custom message to send to the family. Rejected applicants are moved to the Rejected archive and removed from the active pipeline.
Rejection is reversible only within 48 hours. After that window, the application is permanently archived and the lookup code is deactivated. If you need to reinstate an applicant after 48 hours, contact Edustream Support.

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Admitting a Student and Converting to Active Enrollment

Once an applicant reaches the Admitted stage, you can formally convert them into an active student record in the Edustream registry.
1

Open the admitted applicant's profile

Navigate to Operations → Admissions and filter by the Admitted stage. Click the applicant’s name.
2

Review and confirm details

Verify that all biodata, guardian contacts, and document uploads are accurate. Make any corrections directly on the profile before proceeding.
3

Click Enroll Student

Click the Enroll Student button in the action bar. A pre-filled enrollment summary dialog appears showing the data that will be copied into the student registry.
4

Assign class and section

Select the academic class and section the student will be placed in. You can also set the student’s start date, which defaults to today.
5

Confirm enrollment

Click Confirm Enrollment. Edustream automatically creates a student profile in the main registry, assigns a student ID, and moves the applicant to the Active (Enrolled) stage in the pipeline. Guardian contacts from the application are imported as linked parent/guardian accounts.
If you need to enroll a large cohort at once — for example, after an admissions intake period — use the Bulk Enroll action on the pipeline table. Select multiple admitted applicants using the checkboxes, then click Bulk Enroll to assign them all to a class in a single action.
After enrollment, the new student appears immediately in the Students registry, is eligible for fee assignment, and their guardians can log into the Parent Portal to view their child’s profile.