Core Concepts

Before diving into Kinderpedia Admissions, it helps to understand the key concepts that the system is built around. This article explains the terminology and how each piece fits together.

Leads and Applicants

A lead (also called an applicant) represents a prospective student in your admissions system. Each lead record contains:

• Student information -- name, date of birth, country, gender.
• Guardian/parent information -- linked parent records with name, email, phone, and relationship role.
• Program and year group -- the academic program and year group the student is applying for.
• Engagement level -- a temperature score (cold, warm, hot, idle) indicating how actively the family is interacting with your school.
• Source -- how the lead found your school (form submission, phone call, walk-in, referral, social media, etc.).
• Status -- the admissions decision outcome (Pending, Applied, Offered, Enrolled, Declined, etc.).
• Stage -- where the lead currently sits in your admissions pipeline process.

Pipelines

A pipeline represents a workflow for processing applicants. Think of it as a board with columns, where each column is a stage. A school might have one default pipeline, or multiple pipelines for different programs, campuses, or admission cycles.

TIP

A lead's pipeline is determined by its current stage, not by the form it was submitted through. If you move a lead to a stage in a different pipeline, the lead moves to that pipeline.

Stages

Stages are the individual steps within a pipeline. Each stage has:

• A name (e.g., "New", "Contacted", "Interview Scheduled", "Documents Received").
• A color for visual identification on the Kanban board.
• A probability percentage indicating how likely a lead at that stage is to enroll.
• A position that determines its order in the pipeline.

Leads progress through stages as they move through the admissions process. You can move leads between stages by dragging them on the Kanban board or using the stage tracker on the lead detail page.

Applicant Statuses

Statuses reflect the admissions decision or outcome for a lead, separate from pipeline stages. While stages track where a lead is in your process, statuses track what decision has been made. Common statuses include:

• Pending -- awaiting review.
• Applied -- application received and being processed.
• Offered -- an offer has been made to the family.
• Waiting List -- placed on a waiting list.
• Enrolled -- enrollment confirmed.
• Declined -- application declined or family declined the offer.
• Withdrawn -- family withdrew from the process.

Statuses can have levels (sub-statuses) for more granular tracking. For example, the "Applied" status might have levels like "Interview Scheduled", "Interview Completed", "Assessment Pending".

Rosters

Rosters are how Kinderpedia Admissions organizes leads into categories based on where they are in their lifecycle:

Roster	Description
Enquiries	Pre-application leads who have expressed interest but have not yet submitted a formal application.
Applicants	Leads actively going through the admissions pipeline. This is the main working roster.
Students	Leads that have reached the student threshold status (e.g., "Enrolled"). They are automatically promoted.
Alumni	Students that have reached the alumni threshold status (e.g., "Graduated"). They are automatically promoted.

Automatic roster transitions are configured in the Roster Settings under Configuration. When a lead's status reaches the defined threshold, it is promoted to the next roster.

Forms

Forms are customizable application forms created with the drag-and-drop form builder. Each form:

• Has a public URL that families can access without a Kinderpedia account.
• Is linked to a pipeline -- when a family submits the form, a lead is created in the first stage of that pipeline.
• Collects student details, parent/guardian information, document uploads, program preferences, and custom fields.
• Can be published or unpublished to control availability.

When a family submits a form, the system automatically creates parent records, links them to the lead via family relationships, and triggers any configured workflows.

Families

Families group related leads and parents together. The family system provides:

• Parent deduplication -- if a parent email already exists in your school, the existing parent record is reused rather than creating a duplicate.
• Sibling linking -- multiple leads (children) can be linked to the same family, making it easy to see all applicants from one household.
• Relationship roles -- each family member has a role: mother, father, guardian, step-mother, step-father, or other.
• Family detection -- the system can automatically detect potential families based on shared parent emails.

Checklists

Checklists are configurable lists of items that must be completed for each applicant. Checklist items can be:

• Mandatory or optional.
• Linked to a specific status so they appear only when relevant.
• Typed as form submission, document submission, assessment, meeting, payment, or general to-do.

Progress is tracked per applicant, giving admissions teams a clear view of what has been completed and what is outstanding.

Activities

Activities represent tasks, meetings, calls, or deadlines associated with a lead. Activity types are configurable and can include:

• Call / Zoom
• Live Meeting
• Task
• Deadline
• Email
• Interview
• Tour (custom types)

Activities can be assigned to team members, scheduled with dates and times, given priority levels, and tracked on a centralized calendar.

Engagement Levels

Engagement levels indicate how actively a family is interacting with your school:

Level	Meaning
Hot	Highly engaged, likely to enroll.
Warm	Interested and responsive.
Cold	Low engagement, may need follow-up.
Idle	No recent interaction.

Engagement levels help admissions teams prioritize their outreach efforts.

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