Checklist System Overview
The checklist system helps you define and track admission requirements that each applicant must complete. From document submissions to signed agreements, checklists ensure no step is missed in your admissions process.
What Are Checklists?
Checklists are configurable lists of requirements that applicants must fulfill as part of the admissions process. Each checklist item represents a specific requirement such as:
- Submitting a passport copy
- Providing medical records
- Signing a consent form
- Uploading academic transcripts
- Acknowledging school policies
Checklists are configured at the school level and can be assigned to specific programs, making them flexible enough to handle different requirements for different year groups or programs.
Where Checklists Appear
Checklists are visible in several places:
Configuration Page
Navigate to Settings > Checklists to view and manage all checklist items. The configuration page shows a table with:
- Title -- the checklist item name
- Programs -- which programs the item applies to
- Requirement Type -- the type of completion required (document, signature, acknowledgment)
- Stage -- the applicant status when the item becomes relevant
- Due Date -- when the item should be completed
- Active -- whether the item is currently active
- Actions -- edit, reorder, and toggle actions
Applicant Detail Page
On each applicant's detail page, you can see their checklist progress:
- Which items are completed
- Which items are pending
- Document uploads and signatures
- Completion timestamps
Reports
The Checklist Completion report provides aggregate analytics:
- Overall completion rates per checklist item
- Number of applicants who have completed vs. pending each item
- Bottleneck identification
Key Concepts
Programs Association
Each checklist item can be linked to one or more programs. This means:
- A "Vaccination Records" item might only apply to the Kindergarten program.
- A "Passport Copy" item might apply to all programs.
- Different programs can have different sets of requirements.
Mandatory vs. Optional
Checklist items can be marked as mandatory or optional:
- Mandatory items must be completed before the admissions process can proceed (shown with a red asterisk in reports).
- Optional items are tracked but do not block progression.
Active/Inactive
Each checklist item has an active/inactive toggle:
- Active items appear in applicant checklists and are tracked.
- Inactive items are hidden from new applicants but historical completion data is preserved.
TIP
Deactivate checklist items instead of deleting them when they are no longer needed. This preserves historical data for reporting while removing the item from active use.
Ordering
Checklist items can be reordered using drag-and-drop in the configuration page. The order determines how items are displayed to admissions staff and in reports.
Filtering Checklists
The configuration page provides several ways to filter the checklist list:
Program Filter
Use the program tabs above the table to filter by program:
- All -- shows all checklist items regardless of program.
- [Program Name] -- shows only items assigned to that specific program.
Column Filters
Click the filter icon in column headers to filter by:
- Programs -- show items assigned to specific programs.
- Requirement Type -- filter by document, signature, or acknowledgment types.
- Stage -- filter by the applicant status associated with the item.
Search
Use the search bar to find checklist items by title.
Checklist Completion Tracking
The system tracks completion at the individual applicant level:
- Completed -- the applicant has fulfilled this requirement.
- Pending -- the requirement has not yet been met.
See the Tracking Completion article for detailed information on how completions are recorded and monitored.