Module 01 / 13 · Student lifecycle
Admission Counselling & Front Office
Bring enquiries, counselling, applications and confirmed admissions into one traceable journey. Once admission is confirmed, create the student record without retyping the applicant’s details.
Enquiry deskCounsellor follow-upsApplication & documentsSeat allocationAdmission handoff
The working flow
What happens, step by step
- Reception records an enquiry and captures the source.
- Admission officer assigns a counsellor and follow-up date.
- Counsellor records discussions, course preference and next action.
- Applicant completes the application and supplies required documents.
- Admission officer verifies eligibility, documents and available seats.
- Admission authority approves or rejects with a reason.
- Confirmed admission creates the student ID and applicable fee schedule.
How this connects
Confirmed admission supplies identity, programme, batch and admission route to Student Records; Accounts assigns the approved fee structure.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Enquiry & counselling
17 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Enquiry number | Automatic ID | System generated | Reception / counsellor | Admission officer |
| Enquiry date and time | Date/time | System generated | Reception / counsellor | Admission officer |
| Enquiry source | Select: walk-in / call / website / referral | Required | Reception / counsellor | Admission officer |
| Applicant full name | Text | Required | Reception / counsellor | Admission officer |
| Applicant mobile | Telephone | Required | Reception / counsellor | Admission officer |
| Applicant email | If available | Reception / counsellor | Admission officer | |
| Parent / guardian name | Text | Required | Reception / counsellor | Admission officer |
| Parent / guardian mobile | Telephone | Required | Reception / counsellor | Admission officer |
| Interested programme and branch | Select | Required | Reception / counsellor | Admission officer |
| Previous qualification | Select | Required | Reception / counsellor | Admission officer |
| Assigned counsellor | Staff lookup | Required | Reception / counsellor | Admission officer |
| Follow-up date | Date/time | Required | Reception / counsellor | Admission officer |
| Follow-up outcome | Select | Required | Reception / counsellor | Admission officer |
| Counselling notes | Long text | Required | Reception / counsellor | Admission officer |
| Next action | Long text | Required | Reception / counsellor | Admission officer |
| Enquiry status | Select: new / contacted / applied / closed | Required | Reception / counsellor | Admission officer |
| Closure reason | Long text | When closed | Reception / counsellor | Admission officer |
02 / Application & verification
13 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Application number | Automatic ID | System generated | Applicant / admission officer | Admission officer |
| Application date | Date | Required | Applicant / admission officer | Admission officer |
| Date of birth | Date | Required | Applicant / admission officer | Admission officer |
| Admission category / quota | Select | Required | Applicant / admission officer | Admission officer |
| Entrance examination name | Text | If applicable | Applicant / admission officer | Admission officer |
| Entrance roll number, score and rank | Text / number | If applicable | Applicant / admission officer | Admission officer |
| Qualifying examination marks | Percentage | Required | Applicant / admission officer | Admission officer |
| Course preferences | Ordered choices | Required | Applicant / admission officer | Admission officer |
| Identity and academic documents | Document checklist | Required | Applicant / admission officer | Admission officer |
| Originals verified | Yes / no | Required | Applicant / admission officer | Admission officer |
| Missing documents and deadline | Checklist / date | If incomplete | Applicant / admission officer | Admission officer |
| Eligibility decision | Select: eligible / review / not eligible | Required | Applicant / admission officer | Admission officer |
| Verification remarks | Long text | If review or rejected | Applicant / admission officer | Admission officer |
03 / Admission decision & handoff
11 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Offered programme / branch | Select | Required | Admission officer | Admission authority |
| Seat category and allotment reference | Text | Required | Admission officer | Admission authority |
| Admission route | Select: first year / lateral entry / transfer | Required | Admission officer | Admission authority |
| Entry academic year | Number | Required | Admission officer | Admission authority |
| Batch and academic session | Select | Required | Admission officer | Admission authority |
| Admission decision | Select: pending / confirmed / rejected / withdrawn | Required | Admission officer | Admission authority |
| Decision reason | Long text | If rejected or withdrawn | Admission officer | Admission authority |
| Approved by and approval date | Audit record | System generated | Admission officer | Admission authority |
| Fee structure reference | Linked record | Required | Accounts | Finance officer |
| Student ID and enrolment handoff | Linked record | After confirmation | Admission officer | Admission authority |
| Cancellation / refund reference | Linked record | If applicable | Admission officer | Finance officer |
Approvals & operating rules
- Only the admission authority confirms admission or approves an exception.
- Duplicate enquiries are linked after checking mobile number, email and applicant identity.
- A changed programme or admission category must be re-verified before final confirmation.
Keep people informed
Notifications
- Counsellor: newly assigned enquiry and overdue follow-up.
- Applicant: application receipt, missing documents and admission decision.
- Student section and accounts: confirmed admission handoff.
Make decisions clearly
Reports
- Enquiries by source and programme
- Counsellor follow-up ageing
- Enquiry-to-admission conversion
- Seats offered, confirmed and available
- Incomplete applications and pending verification
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.