Custom Status Levels

Status levels add a second tier of granularity beneath applicant statuses. While a status like "Accepted" indicates the broad outcome, a status level like "Accepted - Conditional" or "Accepted - Full Scholarship" provides more specific detail.

Understanding Status Levels

Status levels are optional sub-categories within each applicant status:

Status: Accepted
  |-- Level: Accepted - Full
  |-- Level: Accepted - Conditional
  |-- Level: Accepted - Scholarship

Status: Waiting List
  |-- Level: Waiting List - Priority
  |-- Level: Waiting List - Standard

This two-tier system lets you track broad outcomes (for reports and pipeline views) while preserving detailed decision information.

Enabling Status Levels

Status levels are a school-level feature. When enabled:

1. The status selector throughout the application shows both the parent status and its levels.
2. The table view displays the status level below the status badge.
3. Filters include grouped options for statuses and their levels.
4. Bulk status change operations support level selection.

Configuring Status Levels

1. Navigate to Settings.
2. Find the Status Levels configuration.
3. For each applicant status, you can add one or more levels:
   • Enter the level title (e.g., "Conditional Acceptance").
   • Set a color for the level (defaults to the parent status color).
4. Save the configuration.

How Status Levels Appear

In the Table View

The Status column shows two lines:

• Top line -- the parent status badge (e.g., "Accepted" in green).
• Bottom line -- the status level name in smaller text (e.g., "Conditional").

In Filters

The status filter in the table view shows grouped options:

Accepted
  ├── Accepted (all)
  ├── Accepted - Full
  ├── Accepted - Conditional
  └── Accepted - Scholarship

You can filter by the parent status (to see all accepted applicants) or by a specific level (to see only conditionally accepted applicants).

In Bulk Operations

When performing a bulk status change:

1. Select the parent status.
2. If the status has levels configured, a second dropdown appears.
3. Select the specific level to apply.

Status Levels in Reports

Reports use status levels for detailed analysis:

• Enrolment Report -- can break down counts by status level within each program.
• Demographic Reports -- status columns can show level-specific data.

TIP

Status levels are particularly useful for schools that need to track different types of acceptances (e.g., full admission vs. conditional admission vs. scholarship admission) while still reporting a total "Accepted" count.

Best Practices

1. Keep levels meaningful -- only add levels when there is a genuine need to distinguish between sub-categories of a status.
2. Use consistent naming -- name levels clearly so staff can distinguish them at a glance.
3. Limit the count -- too many levels can make the interface cluttered. Aim for 2-4 levels per status at most.
4. Use for reporting -- if you need to report on specific sub-categories of a status, levels are the right tool.

WARNING

Adding status levels after applicants already have statuses assigned does not retroactively assign levels to existing applicants. Existing applicants will show the parent status without a level until they are manually updated.

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