Tracking Checklist Completion

Tracking checklist completion helps you monitor each applicant's progress through your admission requirements and identify where bottlenecks exist across your entire applicant pool.

Individual Applicant Tracking

Viewing an Applicant's Checklist

1. Navigate to the applicant's detail page (click their name in the table or Kanban board).
2. The checklist section shows all applicable checklist items for this applicant.
3. Each item displays:
   • Title -- the checklist item name.
   • Requirement type -- document, signature, or acknowledgment icon.
   • Status -- completed (green checkmark) or pending (empty circle).
   • Completion date -- when the item was completed (if applicable).
   • Uploaded file -- for document uploads, a link to the uploaded file.

Completing an Item

Admissions staff can mark checklist items as complete on behalf of an applicant:

1. Open the applicant's detail page.
2. Find the pending checklist item.
3. For document uploads: upload the file or confirm receipt.
4. For signatures: record the signature or mark as received.
5. For acknowledgments: check the confirmation box.
6. The item status updates to "Completed" with a timestamp.

Aggregate Tracking (Reports)

Checklist Completion Report

The Checklist Completion preset report provides a school-wide view of completion rates:

1. Navigate to Reports in the sidebar.
2. Click the Checklist Completion report card.
3. The report displays two panels:

Data Table (left panel):

Column	Description
Checklist	The item name (mandatory items marked with a red asterisk)
Total Leads	Number of applicants this item applies to
Completed	Number of applicants who have completed the item
Pending	Number of applicants who have not yet completed it
Completion Rate	Percentage of completion (completed / total)

Progress Bars (right panel):

• Visual progress bars for each checklist item.
• Color-coded by completion rate:
  • Green -- 80% or higher completion.
  • Orange -- 50-79% completion.
  • Red -- below 50% completion.
• If a checklist item has a custom color, the progress bar uses that color.

Filtering the Report

Apply filters to focus on specific segments:

• Date range -- restrict to applicants created within a specific period.
• Enrolment year -- focus on a specific academic year.
• Program -- view completion rates for a specific program.
• Campus -- filter by campus.
• Status -- see completion for applicants with a specific status.

Exporting Completion Data

1. Click the Export button above the data table.
2. The data is exported with all visible columns and rows.
3. Use the exported data for board reports, compliance documentation, or offline analysis.

Identifying Bottlenecks

Low completion rates on specific items indicate bottlenecks in your admissions process. Common patterns:

Document Upload Bottlenecks

If a document upload item has low completion:

• Cause: Families may not have the document readily available (e.g., apostilled transcripts).
• Action: Send targeted reminders, extend the deadline, or offer alternative document types.

Signature Bottlenecks

If a signature item has low completion:

• Cause: Families may be hesitant to sign digitally, or the document may be unclear.
• Action: Provide clearer instructions, offer in-person signing alternatives.

Acknowledgment Bottlenecks

If an acknowledgment item has low completion:

• Cause: The item may be easy to overlook, or families may not understand what is required.
• Action: Highlight the item in follow-up communications, simplify the language.

TIP

Focus on mandatory items with completion rates below 50%. These are your biggest bottlenecks and addressing them will have the most impact on moving applicants through the pipeline.

Completion Notifications

The system can send notifications related to checklist completion:

• Checklist reminders -- automated reminders sent to families with pending items.
• Completion notifications -- in-app notifications when an applicant completes all checklist items.
• Workflow triggers -- workflows can be configured to trigger when a specific checklist item or all checklist items are completed.

Setting Up Checklist Workflows

1. Navigate to Settings > Workflows.
2. Create a new workflow with the trigger Checklist Completed.
3. Configure the trigger to fire for a specific checklist (or all checklists).
4. Add actions (e.g., move to the next stage, send a confirmation email, notify staff).

Completion Timeline

Checklist completion is tracked with timestamps:

• Completion date -- when the item was marked as complete.
• Modified date -- when the completion record was last updated.
• Audit trail -- all changes are logged in the audit system.

This timeline is useful for:

• Tracking response times (how quickly do families complete requirements after being asked).
• Compliance documentation (proving when specific items were completed).
• Performance analysis (are certain requirements consistently slow to complete?).

WARNING

Checklist completion data is per-applicant. If the same family has multiple children applying, each child has their own independent checklist tracking. Items completed for one child do not automatically apply to siblings.

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