Applicant Checklists

Checklists help admissions teams track the completion of required steps for each applicant. Each checklist item represents a task, document, or action that must be completed as part of the admissions process.

How Checklists Work

Checklists are defined globally in Configuration > Checklists and applied to each applicant automatically. Each checklist item has:

• Title -- what needs to be done (e.g., "Submit birth certificate").
• Type -- the category of the item:
  • form -- a form submission requirement.
  • document_submission -- a document that needs to be uploaded.
  • assessment -- an assessment or test to complete.
  • live_meeting -- a meeting or interview.
  • payment -- a payment to be made.
  • todo -- a general task.
• Mandatory/Optional -- whether the item must be completed.
• Linked status -- the applicant status at which this item becomes relevant.
• Linked status level -- optionally, a specific sub-level within the status.

Viewing Checklists

1. Open an applicant's detail page.
2. Navigate to the Checklist tab.
3. The checklist displays all items applicable to this applicant, grouped by their linked status.

Each item shows:

• A checkbox indicating completion status.
• The title of the item.
• The type icon.
• Whether it is mandatory (marked with a required indicator).

Checking Off Items

1. Locate the checklist item you want to mark as complete.
2. Click the checkbox next to the item.
3. The item is marked as complete with a timestamp and the user who checked it.

To uncheck an item, click the checkbox again to revert it to incomplete.

TIP

Checking off checklist items is a great way to ensure nothing falls through the cracks in your admissions process. Encourage your team to update checklists as documents arrive, meetings happen, and payments are received.

Progress Tracking

The checklist section shows overall progress:

• Completed count / Total count -- how many items have been checked off.
• Progress percentage -- a visual indicator of completion.

Mandatory items that are incomplete may be highlighted or flagged to draw attention.

Checklist on the Dashboard

The Checklist Overview dashboard widget aggregates checklist completion across all applicants, showing:

• Overall completion rates.
• Most commonly incomplete items.
• Applicants with the most outstanding checklist items.

This helps admissions directors identify systemic bottlenecks (e.g., "Most applicants are stuck waiting for document submissions").

Configuring Checklists

Checklists are managed in Configuration > Checklists. Administrators can:

1. Add new items with a title, type, and mandatory flag.
2. Link items to statuses so they appear at the right stage of the process.
3. Reorder items by dragging them into the desired sequence.
4. Toggle items active or inactive without deleting them.

WARNING

Changes to checklist configuration affect all applicants going forward. Existing applicants retain their current checklist state. If you add a new mandatory item, it will appear as incomplete for all applicants who have not yet completed it.

Checklist Types Explained

Type	When to Use
Form	The family needs to submit a specific form (e.g., the main application form).
Document Submission	A document must be uploaded (birth certificate, passport, school reports).
Assessment	The student needs to complete an entry assessment or test.
Live Meeting	A meeting or interview must take place (trial day, parent meeting).
Payment	A fee must be paid (application fee, enrollment deposit).
To-do	A general task that does not fit the other categories.

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