Pipeline Setup

Pipelines define the overall workflow that applicants move through during your admissions process. Each pipeline contains a series of stages (e.g., "Enquiry," "Interview Scheduled," "Offer Made," "Enrolled"). You can create multiple pipelines for different admissions tracks.

Pipeline Configuration

Coming soon — an interactive walkthrough will be added here.

Understanding Pipelines

A pipeline is a sequence of stages that represents a complete admissions workflow. Key concepts:

• Default pipeline -- one pipeline is designated as the default. New leads created without a specific pipeline assignment go here.
• Active/inactive -- pipelines can be toggled active or inactive. Inactive pipelines are hidden from most UI elements but leads already in them remain accessible.
• Form association -- each form is linked to a pipeline. When applicants submit a form, they enter that form's pipeline.

Accessing Pipeline Configuration

1. Navigate to Settings in the sidebar.
2. Click the Pipelines section.
3. The pipeline configuration page loads, showing all pipelines with their stages.

TIP

The Pipelines section may be locked by default to prevent accidental changes. If you see a lock icon, click it to unlock the section before making modifications. Only users with the unlock permission can unlock it.

Creating a New Pipeline

1. On the Pipelines configuration page, click Add Pipeline at the bottom of the pipeline list.
2. Enter a pipeline name (e.g., "Kindergarten Admissions 2025").
3. The pipeline is created with default settings:
   • Active status: enabled
   • No stages (you will add them next)
4. Click Save to persist the pipeline.

After creating the pipeline, add stages to define the workflow steps. See the Stage Configuration article.

Setting the Default Pipeline

One pipeline must be designated as the default. The default pipeline is where new leads go when no specific pipeline is specified.

To set a pipeline as default:

1. On the Pipelines page, find the pipeline you want to make default.
2. Click the Set as Default link next to the pipeline name.
3. The pipeline shows a green Default badge.

WARNING

Only one pipeline can be the default at a time. Setting a new default automatically removes the default designation from the previous pipeline.

The default pipeline cannot be deleted. If you want to delete a pipeline that is currently the default, first set a different pipeline as the default.

Activating and Deactivating Pipelines

Each pipeline has an active/inactive toggle:

1. Find the pipeline on the configuration page.
2. Click the toggle switch next to the pipeline name.
3. The pipeline switches between active and inactive.

What happens when a pipeline is deactivated

• Hidden from: the pipeline dropdown on the Applicants page, the transfer picker, the form builder pipeline selector, and the delete/stage migration target selectors.
• Still visible in: the configuration page (shown dimmed at reduced opacity), and the "All Pipelines" view (leads in inactive pipelines remain accessible).
• Leads are preserved: deactivating a pipeline does not affect leads already in it. They remain in their current stage and can still be viewed and managed.

TIP

Deactivating a pipeline is useful for past admissions cycles. Rather than deleting old pipelines and losing historical data, deactivate them to keep the data while removing them from active selection lists.

Pipeline Name

To rename a pipeline:

1. Find the pipeline on the configuration page.
2. Edit the name directly in the text input field.
3. Click Save to apply the change.

Deleting a Pipeline

To delete a pipeline:

1. Find the pipeline on the configuration page.
2. Click the red delete button (trash icon) on the right side.
3. A confirmation dialog appears.
4. If the pipeline contains leads, you will be asked to choose a migration target -- another pipeline where existing leads will be moved.
5. Confirm the deletion.

WARNING

Deleting a pipeline with leads requires migrating those leads to another pipeline. Choose the target pipeline carefully, as this will move all leads and reassign their stages to the first stage of the target pipeline.

The default pipeline cannot be deleted. You must first set a different pipeline as the default.

Expanding Pipeline Details

Each pipeline on the configuration page can be expanded to show its stages:

1. Click the chevron arrow on the left side of the pipeline row.
2. The pipeline expands to reveal its stages.
3. Click again to collapse.

Stages are loaded on demand when you expand a pipeline for the first time.

Pipeline and Stage Relationship

Understanding the relationship between pipelines, stages, and leads:

• A lead's current pipeline is determined by its current stage (specifically, stage.pipeline_id).
• The form's pipeline indicates where the lead was originally submitted, but the stage determines where it is now.
• When filtering the applicant list by pipeline, the system queries based on stage membership: WHERE stage_id IN (SELECT id FROM stages WHERE pipeline_id = ?).

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