Admission Application Management

Admission Application Management

Manage student admission applications from submission to enrollment.

Time Required: 5-15 minutes per application Module: Admission User Role: Admission Officer

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Table of Contents

1. Overview
2. Application Workflow
3. Create New Application
4. Review Application
5. Application Actions
6. Online Applications
7. Bulk Processing
8. Field Reference

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Overview

The admission application module handles the complete student enrollment lifecycle:

• Online and offline application submission
• Document collection and verification
• Application review and approval workflow
• Automatic student record creation upon confirmation

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Application Workflow

Submit → Under Review → Approved → Confirmed → Enrolled
                ↓
            Rejected

Status	Description
Draft	Application started, not submitted
Submitted	Application submitted for review
Under Review	Being evaluated by admissions
Approved	Accepted, pending confirmation
Confirmed	Student confirmed enrollment
Enrolled	Student record created
Rejected	Application denied
Cancelled	Withdrawn by applicant

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Create New Application

Step 1: Open Application Form

1. Go to OpenEduCat > Admission > Applications
2. Click Create

Step 2: Enter Applicant Details

Field	Description	Required
First Name	Applicant’s first name	Yes
Last Name	Applicant’s last name	Yes
Email	Contact email	Yes
Phone	Contact number	Yes
Date of Birth	Birth date	Yes
Gender	Male/Female/Other	Yes

Step 3: Select Course

Field	Description
Course	Select target course
Batch	Select batch/section
Academic Year	Enrollment year
Admission Register	Associated register

Step 4: Add Documents

1. Go to Documents tab
2. Click Add a line
3. Upload required documents:
   • Photo ID
   • Academic transcripts
   • Address proof
   • Other certificates

Step 5: Save

Click Save to create the application in Draft status.

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Review Application

Open Application for Review

1. Go to OpenEduCat > Admission > Applications
2. Filter by Status: Submitted
3. Click on application to open

Verification Checklist

• All required fields completed
• Documents uploaded and valid
• Eligibility criteria met
• No duplicate applications
• Fee payment status (if applicable)

Add Review Notes

1. Go to Internal Notes tab
2. Add observations or concerns
3. These notes are not visible to applicants

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Application Actions

Submit Application

Draft → Submitted

1. Open the application
2. Verify all information is complete
3. Click Submit

Approve Application

Submitted/Under Review → Approved

1. Complete review checklist
2. Click Approve
3. System sends approval notification to applicant

Confirm Enrollment

Approved → Confirmed → Enrolled

1. Applicant pays required fees
2. Click Confirm
3. Click Enroll Student
4. Student record is created automatically

Reject Application

Any Status → Rejected

1. Click Reject
2. Enter rejection reason
3. Optionally send rejection email

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Online Applications

Enable Online Applications

1. Go to Website > Configuration > Settings
2. Enable Admission Portal
3. Configure required fields
4. Set up admission register with online access

Applicant Self-Service

Applicants can:

1. Visit your institution website
2. Click Apply Now
3. Fill application form
4. Upload documents
5. Pay application fee (if required)
6. Track application status

Portal Configuration

Setting	Description
Required Fields	Mark mandatory fields
Document Types	Required document uploads
Application Fee	Enable fee collection
Auto-Submit	Auto-submit on completion

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Bulk Processing

Bulk Approve

1. Go to Applications list view
2. Select multiple applications (checkbox)
3. Click Action > Approve Selected

Bulk Enroll

1. Filter by Status: Confirmed
2. Select students to enroll
3. Click Action > Create Students

Import Applications

1. Go to Applications
2. Click Favorites > Import records
3. Download template
4. Fill applicant data
5. Upload and import

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Field Reference

Personal Information

Field	Type	Description
Name	Char	Full name
Email	Char	Email address
Mobile	Char	Phone number
Date of Birth	Date	Birth date
Gender	Selection	Male/Female/Other
Blood Group	Selection	Blood type
Nationality	Many2one	Country

Academic Information

Field	Type	Description
Course	Many2one	Target course
Batch	Many2one	Class section
Previous School	Char	Last institution
Previous Qualification	Char	Last degree

Application Status

Field	Type	Description
State	Selection	Current status
Application Date	Date	Submission date
Admission Date	Date	Enrollment date
Register	Many2one	Admission register

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Related

• Create Admission Register
• Admission Process Overview
• Fee Structure