Creating Checklists

Checklist items define the requirements that applicants must complete during the admissions process. This guide walks through creating and configuring checklist items.

Accessing the Checklist Configuration

1. Navigate to Settings in the sidebar.
2. Click the Checklists section.
3. The checklist configuration page displays all existing items.

Adding a New Checklist Item

1. Click the Add Checklist Item button in the top right of the section header.
2. A modal or form appears with the following fields:
   • Title -- the name of the checklist item (e.g., "Passport Copy," "Medical Certificate").
   • Description -- optional details explaining what is required.
   • Programs -- select which programs this item applies to (or leave empty for all programs).
   • Requirement Type -- choose the type of completion required (see Requirement Types).
   • Stage/Status -- select the applicant status when this item becomes relevant.
   • Due Date -- set a deadline for when this item should be completed.
   • Mandatory -- toggle whether this item is required or optional.
   • Color -- choose a color for visual identification.
3. Click Save to create the checklist item.

Configuring Checklist Properties

Title and Description

• Title -- keep it concise and descriptive. This is what admissions staff and applicants see.
• Description -- provide additional details or instructions. For example: "Please provide a copy of the child's passport or national ID card. The document must be valid for at least 6 months."

Program Assignment

Checklist items can be assigned to specific programs:

1. In the Programs field, select one or more programs.
2. If no program is selected, the item applies to all applicants regardless of program.
3. Program assignment determines which applicants see this checklist item.

TIP

For school-wide requirements (like passport copies), leave the program field empty so the item applies to everyone. For program-specific requirements (like music audition recordings for a music program), assign the item to only that program.

Requirement Type

Select the type of completion:

Type	Description
Document Upload	Applicant must upload a file (photo, PDF, document).
Signature	Applicant must provide a digital signature.
Acknowledgment	Applicant must acknowledge or accept a statement (checkbox).

See the Requirement Types article for detailed information on each type.

Applicant Status Trigger

You can link a checklist item to a specific applicant status:

• The item becomes relevant when the applicant reaches that status.
• This allows you to phase requirements across different stages of the admissions process.
• For example, "Medical Records" might only be required after the applicant is "Accepted."

Due Date

Set a deadline for the checklist item:

• Due dates help track which items are overdue.
• Automated reminders can be configured to notify families of approaching deadlines.
• Due dates appear in the checklist tracking views and reports.

Mandatory Flag

• Mandatory -- the item must be completed. Shown with a red asterisk in reports and tracked separately in completion metrics.
• Optional -- the item is tracked but not required. Useful for recommended but non-essential items.

Editing an Existing Checklist Item

1. Find the checklist item in the configuration table.
2. Click the Edit action (pencil icon) in the Actions column.
3. Modify the desired properties.
4. Click Save to apply changes.

WARNING

Changes to checklist items affect all applicants going forward. If you change the requirement type or program assignment, existing completion records for current applicants are not automatically adjusted.

Reordering Checklist Items

Checklist items can be reordered using drag-and-drop:

1. Ensure you are viewing All programs (not a filtered view) and have no search or column filters active.
2. Use the drag handle (horizontal bars icon) on the left of each row.
3. Drag the item to its new position.
4. The order is saved automatically on drop.

TIP

Reordering is only available when viewing the full, unfiltered list. This prevents confusion that could arise from reordering a filtered subset.

Toggling Active/Inactive

Each checklist item has an active toggle:

1. Find the item in the table.
2. Click the toggle switch in the Active column.
3. The item switches between active and inactive.

• Active items are tracked for all relevant applicants.
• Inactive items are hidden from new applicants but existing completion data is preserved.

Deleting a Checklist Item

1. Click the Delete action in the Actions column.
2. Confirm the deletion.

WARNING

Deleting a checklist item permanently removes it and all associated completion records. Consider deactivating instead of deleting to preserve historical data.

Batch Setup Tips

When setting up checklists for a new admissions cycle:

1. Start with universal items -- add items that apply to all programs first (ID, medical records, emergency contacts).
2. Add program-specific items -- then add items for individual programs (audition recordings, portfolios, placement test results).
3. Set realistic due dates -- align due dates with your admissions timeline.
4. Mark mandatory items clearly -- be intentional about which items are truly required vs. nice-to-have.

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