Converting Enquiries to Applicants

When an enquiring family is ready to proceed with a formal application, you can convert their enquiry into an applicant record. This moves the lead from the Enquiries roster to the Applicants roster and assigns them to an admissions pipeline.

When to Convert

Convert an enquiry to an applicant when:

• The family has submitted a formal application form.
• The family has confirmed their interest in enrolling and you want to begin tracking them through your admissions pipeline.
• You have collected enough information to start the admissions process.

How to Convert

1. Navigate to Rosters > Enquiries and click on the enquiry you want to convert.
2. On the enquiry detail page, locate the Convert to Applicant action.
3. A conversion dialog appears where you can:
   • Select a pipeline -- choose which admissions pipeline the applicant should enter.
   • Select a stage -- choose the initial stage within that pipeline (typically the first stage, e.g., "New").
   • Select a form -- optionally link the applicant to a specific application form.
   • Set the applicant status -- choose an initial status (e.g., "Applied").
4. Confirm the conversion.

What Happens During Conversion

When you convert an enquiry:

• The lead's roster type changes from "enquiry" to "applicant".
• The lead is assigned to the selected pipeline and stage.
• All existing data (student name, guardian info, notes, activities, engagement level, tags) is preserved.
• The lead now appears in the Applicants roster instead of Enquiries.
• The stage tracker becomes available on the lead detail page.
• Any configured workflows that trigger on stage assignment may execute.

TIP

The enquiry's history is fully preserved after conversion. All notes, activities, and audit trail entries from the enquiry phase remain visible on the applicant detail page.

Parent Deduplication

During conversion, if the enquiry has a parent email that matches an existing parent record in your school, the system automatically links to the existing parent rather than creating a duplicate. This ensures that families with multiple applicants have their records properly connected.

Bulk Conversion

If you need to convert multiple enquiries at once:

1. In the Enquiries table, select multiple enquiries using the checkboxes.
2. Use the bulk actions menu to select Convert to Applicant.
3. Choose the target pipeline and stage for all selected enquiries.
4. Confirm the bulk conversion.

WARNING

Conversion is a one-way operation within the normal workflow. Once an enquiry is converted to an applicant, it no longer appears in the Enquiries roster. The lead can be found in the Applicants roster going forward.

After Conversion

Once converted, the applicant is ready for the full admissions workflow:

• Move them through pipeline stages using the Kanban board or stage tracker.
• Assign checklists and track document completion.
• Schedule activities and follow-ups.
• Send email communications using templates.
• Update their applicant status as decisions are made.

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