Online Admission Portal
Online Admission Portal
Configure the web-based admission form for prospective students.
Time Required: 20-30 minutes (initial setup) Module: Admission, Website User Role: Admission Manager, Website Admin
Table of Contents
- Overview
- Prerequisites
- Enable Online Admissions
- Configure Portal Settings
- Customize Application Form
- Application Fee Setup
- Applicant Experience
- Field Reference
- Troubleshooting
Overview
The online admission portal allows prospective students to:
- Submit applications from anywhere
- Upload required documents
- Pay application fees online
- Track application status
- Receive notifications
Prerequisites
Before setting up the portal:
- Website module installed and configured
- At least one admission register created
- Payment gateway configured (for online fees)
- Email server configured (for notifications)
Enable Online Admissions
Step 1: Access Settings
- Go to OpenEduCat > Configuration > Settings
- Navigate to Admission section
Step 2: Enable Portal Features
| Setting | Description | Recommended |
|---|---|---|
Enable Online Admission | Allow web applications | Yes |
Show on Website | Display admission link | Yes |
Auto Create User | Create portal login | Yes |
Step 3: Configure Admission Register
- Go to OpenEduCat > Admission > Registers
- Open or create a register
- Enable Online Application
- Set Start Date and End Date
- Save the register
Configure Portal Settings
Step 1: Portal Display Options
- Go to Website > Configuration > Settings
- Under Admission Portal:
| Setting | Description |
|---|---|
Portal Title | Heading on application page |
Welcome Message | Introductory text |
Success Message | Shown after submission |
Terms & Conditions | Applicant agreement |
Step 2: Course Selection
Configure which courses appear on portal:
- Go to OpenEduCat > Course > Courses
- Open each course
- Enable Available Online
- Set Admission Description
Step 3: Document Requirements
- Go to OpenEduCat > Configuration > Document Types
- Create required document types:
- Photo ID
- Academic Transcripts
- Address Proof
- Certificates
- Mark as Required where applicable
Customize Application Form
Required Fields
Configure mandatory fields in the application form:
| Field | Default | Can Disable |
|---|---|---|
| First Name | Required | No |
| Last Name | Required | No |
| Required | No | |
| Phone | Required | Yes |
| Date of Birth | Required | Yes |
| Address | Optional | Yes |
Custom Fields (Enterprise)
Add custom fields to the application:
- Go to OpenEduCat > Configuration > Admission Fields
- Click Create
- Define field properties:
| Property | Description |
|---|---|
Field Name | Internal name |
Label | Display label |
Field Type | Text, Date, Selection, etc. |
Required | Mandatory field |
Sequence | Display order |
Form Layout
Adjust form appearance:
- Go to Website > Configuration > Admission Form
- Drag and drop field positions
- Add section headers
- Configure field widths
Application Fee Setup
Step 1: Create Application Fee Product
- Go to Sales > Products
- Click Create
- Configure:
- Name: “Admission Application Fee”
- Type: Service
- Price: Your application fee amount
Step 2: Link to Admission
- Go to OpenEduCat > Configuration > Settings
- Under Admission Fees:
- Enable Charge Application Fee
- Select Fee Product
- Choose Payment Provider
Step 3: Configure Payment Flow
| Option | Description |
|---|---|
Pay Before Submit | Fee required to submit |
Pay After Submit | Fee required for review |
Optional | Fee not mandatory |
Applicant Experience
Application Process
- Applicant visits your institution website
- Clicks Apply Now or Admission link
- Selects course and batch
- Fills personal information
- Uploads documents
- Pays application fee
- Submits application
- Receives confirmation email
Status Tracking
Applicants can track their status:
- Log in to portal
- View My Applications
- See current status and comments
- Receive email notifications on updates
Field Reference
Portal Settings
| Field | Type | Description |
|---|---|---|
enable_online_admission | Boolean | Enable portal |
admission_product_id | Many2one | Fee product |
auto_submit | Boolean | Auto-submit on completion |
require_payment | Selection | Fee payment timing |
Register Settings
| Field | Type | Description |
|---|---|---|
online_application | Boolean | Allow online apps |
start_date | Date | Portal open date |
end_date | Date | Portal close date |
max_applications | Integer | Capacity limit |
Troubleshooting
Portal not visible on website
Problem: Admission link not showing.
Solutions:
- Enable “Show on Website” in settings
- Check admission register dates
- Verify website menu configuration
- Clear browser cache
Application form errors
Problem: Form not submitting properly.
Solutions:
- Check all required fields are filled
- Verify document upload size limits
- Check payment gateway connectivity
- Review browser console for errors
Documents not uploading
Problem: File upload fails.
Solutions:
- Check file size limits (default 10MB)
- Verify allowed file types
- Check server storage space
- Test with smaller file
Payment not processing
Problem: Fee payment failing.
Solutions:
- Verify payment gateway credentials
- Check gateway is in production mode
- Test with gateway’s test mode first
- Review payment provider logs