Description

Applicant Process Steps define the stages an applicant progresses through during the admissions lifecycle. These steps help institutions standardize their admissions workflow, monitor application progress, and ensure each applicant follows the same review process.

Administrators can create custom process steps, arrange them in the desired sequence, assign display colors, and enable or disable steps based on institutional requirements.

Navigation

Settings → Admissions Settings → Process Steps

Understanding the Process Steps Page

The Process Steps page displays all configured stages in the admissions workflow.

Each process step includes:

• Title – Name of the process step.
• Sort Order – Determines the order in which the steps appear.
• Color – A visual identifier displayed throughout the admissions module.
• Active Status – Indicates whether the process step is currently available.
• Actions – Edit or delete the process step.

Examples of common process steps include:

• Application Submitted
• Under Review
• Interview Scheduled
• Documents Pending
• Accepted
• Rejected
• Enrolled

Institutions can customize these steps to match their own admissions process.

Create a New Process Step

1. Navigate to Settings → Admissions Settings → Process Steps.
2. Click Add New Process Step.
3. Complete the following fields:
   • Title – Enter a descriptive name for the process step.
   • Sort Order – Specify the sequence in which the step should appear.
   • Color – Select a color to visually identify the step.
   • Active – Enable this option if the step should be available for use.
4. Click Submit.

The new process step is added to the admissions workflow.

Edit a Process Step

1. Locate the process step you want to update.
2. Click the Edit (✏️) icon.
3. Modify the required information.
4. Click Submit to save your changes.

Delete a Process Step

1. Locate the process step you want to remove.
2. Click the Delete (🗑️) icon.
3. Confirm the deletion when prompted.

The selected process step is removed from the admissions workflow.

Understanding Sort Order

The Sort Order determines the sequence in which process steps appear throughout the admissions module.

For example:

Using sequential sort order values helps present the admissions workflow in a logical progression.

Using Colors Effectively

Each process step can be assigned a color to improve visibility and quickly identify an applicant's current status.

For example:

• 🟢 Green – Accepted or Enrolled
• 🟡 Yellow – Pending Review
• 🔵 Blue – Interview Scheduled
• 🔴 Red – Rejected

Using consistent colors makes it easier for administrators to identify applicant statuses at a glance.

Best Practices

• Design process steps to reflect your institution's admissions workflow.
• Use sequential sort orders to maintain a clear progression.
• Assign meaningful colors that make statuses easy to distinguish.
• Keep inactive steps disabled instead of recreating them later if they may be reused.
• Periodically review process steps to ensure they align with current admission policies.

Notes

• Process steps are used throughout the Admissions module to track applicant progress.
• Only Active process steps are available for assigning to applicants.
• Changes to process steps are reflected across the admissions workflow.

Expected Outcome

Administrators can configure a structured admissions workflow by creating, organizing, and maintaining applicant process steps that accurately represent each stage of the admissions process.