Requirement Types
Each checklist item has a requirement type that defines how the applicant completes it. The system supports three requirement types, each suited to different admissions needs.
Document Upload
- Purpose: Collect files and documents from applicants.
- How it works: The applicant (or admissions staff) uploads a file to satisfy this requirement.
- File limits: Maximum 10 MB per file.
- Accepted formats: jpg, jpeg, png, gif, webp, avif, heic, heif, pdf, csv, xlsx, xls, doc, docx.
Common Document Upload Items
| Checklist Item | Typical Documents |
|---|---|
| Passport / ID Copy | Scanned passport page, national ID card |
| Birth Certificate | Official birth certificate |
| Medical Records | Vaccination records, health certificate |
| Academic Transcripts | Report cards, school records |
| Recommendation Letter | Teacher or school recommendation |
| Photo | Passport-sized photo of the student |
File Storage
Uploaded documents are stored securely:
- Each applicant has their own private folder within your school's storage area — no other school can reach it.
- Documents are served via pre-signed URLs with 15-minute expiry, ensuring only authorized users can access them.
- The display name is derived from the checklist item label (e.g., "Passport_Copy.pdf").
TIP
All applicant documents are private by default. Public access is denied at the storage layer — only authenticated admissions staff can view them through the system.
Signature
- Purpose: Collect digital signatures for consent forms, agreements, and policies.
- How it works: The applicant provides a digital signature using one of the available methods.
Signature Methods
The signature field supports three input methods:
- Draw -- the applicant draws their signature using a mouse, touchpad, or touchscreen.
- Type -- the applicant types their name, which is rendered in a signature-style font.
- Upload -- the applicant uploads an image of their handwritten signature.
Common Signature Items
| Checklist Item | Purpose |
|---|---|
| Enrollment Agreement | Agreement to terms of enrollment |
| Data Privacy Consent | GDPR or data protection acknowledgment |
| Photo Release | Permission to use student photos |
| Code of Conduct | Agreement to school behavioral policies |
| Financial Agreement | Agreement to fee payment terms |
Signature Storage
Signatures are stored as image files (PNG) and follow the same secure storage pattern as document uploads:
- Stored in S3 with private access.
- Served via pre-signed URLs.
- Attached to the applicant's record for audit purposes.
Acknowledgment
- Purpose: Confirm that the applicant has read and agreed to a statement or policy.
- How it works: The applicant checks a checkbox or toggles a confirmation to indicate agreement.
Common Acknowledgment Items
| Checklist Item | Purpose |
|---|---|
| School Policies | Acknowledge that school policies have been read |
| Acceptable Use Policy | Agree to technology usage terms |
| Medical Disclosure | Confirm all medical conditions have been disclosed |
| Emergency Procedures | Acknowledge understanding of emergency procedures |
| Terms and Conditions | Accept the general terms of admission |
How Acknowledgments Differ
Unlike document uploads and signatures, acknowledgments:
- Do not require a file upload.
- Do not require drawing or typing.
- Simply require the applicant to confirm (check a box or toggle).
- Are recorded with a timestamp of when the acknowledgment was made.
TIP
Use acknowledgments for items where you need confirmation of understanding rather than a formal signature. They create less friction for the applicant while still recording their agreement.
Choosing the Right Type
| Scenario | Recommended Type |
|---|---|
| Need a physical document (passport, certificate) | Document Upload |
| Need a legally binding agreement | Signature |
| Need confirmation of understanding | Acknowledgment |
| Need a photo or image | Document Upload |
| Need a signed consent form | Signature |
| Need to verify they read a policy | Acknowledgment |
Completion Tracking by Type
Each type records completion differently:
| Type | What Is Recorded |
|---|---|
| Document Upload | File URL, upload timestamp, file name, file size |
| Signature | Signature image URL, signature timestamp, method used |
| Acknowledgment | Acknowledgment timestamp, user confirmation |
All completion records include the timestamp and are visible on the applicant's detail page and in the Checklist Completion report.
WARNING
Once a checklist item's requirement type is set and applicants have started completing it, changing the type may cause inconsistencies in completion records. If you need to change a type, consider creating a new checklist item and deactivating the old one.