Applicant Detail Page

The applicant detail page is where you manage all aspects of a single lead. It provides a comprehensive view of the applicant's information, their position in the admissions pipeline, their documents, activities, and more.

Applicant Detail Page Tour

Coming soon — an interactive walkthrough will be added here.

Accessing the Detail Page

Click on any applicant in the Applicants list (table row or Kanban card) to open their detail page.

A back button at the top of the page returns you to the list view.

Page Header

The header displays:

• Student name -- the applicant's full name, with a country flag if the country is set.
• Date of birth and age -- calculated from the birth date.
• Engagement badge -- a color-coded badge showing the engagement level (hot, warm, cold, idle).
• Status badge -- a clickable badge showing the current applicant status and status level. Click it to open the status selector.
• Archived badge -- appears if the lead has been archived.
• Next activity indicator -- if the applicant has an upcoming or overdue activity, it is shown in the header with priority and due date.
• Actions menu -- a three-dot menu with options to archive/restore or delete the lead.

Duplicate Detection

If the system detects that this applicant may be a duplicate of another lead, a warning banner appears at the top:

• Merge -- open a merge preview to combine the duplicate records.
• Link as Family -- if the leads are siblings, link them as family members instead of merging.
• Dismiss -- mark the duplicate flag as resolved without taking action.

Status Management

The status badge in the header is interactive:

1. Click the status badge to open the status dropdown.
2. A searchable list of all configured statuses appears, with sub-levels indented under each status.
3. Click a status (or status level) to change the applicant's status.
4. The change is saved immediately and triggers any associated workflows or roster transitions.

TIP

Changing a status to one that matches your school's student or alumni threshold will automatically promote the lead to the corresponding roster.

Stage Tracker

Below the header, the stage tracker shows the applicant's current position within their pipeline:

• A horizontal bar displays all stages in the pipeline.
• The current stage is highlighted.
• Click on a different stage to move the applicant (requires edit permission).
• A pipeline selector lets you transfer the applicant to a different pipeline.

See the dedicated Stage Tracker article for more details.

Information Tabs

The main content area is organized into tabs:

Overview / Info Tab

Displays the applicant's submitted form data, including:

• Student personal details (name, birthdate, gender, country).
• Guardian/parent information (name, email, phone, relationship).
• Program and year group selections.
• Custom form field responses.
• Source and referral information.

Some fields support inline editing (see the Inline Editing article).

Activities Tab

Shows a timeline of all activities associated with this applicant:

• Scheduled, completed, and overdue activities.
• Activity creation form to add new tasks, calls, meetings, etc.
• Each activity shows title, type, date/time, duration, priority, owner, and notes.

Notes Tab

A list of internal notes added by team members:

• Add new notes with rich-text formatting.
• Pin important notes to the top.
• Edit or delete existing notes.

Contracts Tab

All enrollment contracts generated for this applicant:

• View each contract's current stage, delivery channel, and last activity.
• Open a contract to see participants, signed copies, and documents.
• Start a new contract for the applicant -- the create wizard pre-selects this lead.

TIP

This tab was previously labelled "Documents". The URL parameter (?tab=documents) is preserved so old bookmarks still work.

Files Tab

File attachments uploaded through forms or added manually live on the Files tab:

• View uploaded files with image / PDF previews in a unified preview modal.
• Download files securely via pre-signed URLs (links expire after 15 minutes).
• Upload new documents.

The same preview modal is used on the applicant Checklists tab and the Enquiry Files tab, so the behaviour is consistent across the app.

Checklist Tab

The applicant's checklist showing mandatory and optional items:

• Check off completed items.
• View progress as a percentage.
• Checklist items are linked to statuses and appear contextually.

History / Audit Log Tab

A complete audit trail of all changes made to this applicant:

• Status changes.
• Stage movements.
• Field updates.
• Who made each change and when.

Actions

From the actions menu (three-dot icon), you can:

• Archive the lead -- hides it from the default list view but preserves all data.
• Restore a previously archived lead.
• Delete the lead -- a permanent soft-delete that requires typing "DELETE" to confirm.

WARNING

Deleting a lead is a destructive action. While the record is soft-deleted (not permanently erased from the database), it will no longer appear in any roster or search results. Consider archiving instead if you may need to reference this lead later.

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