Rosters Overview
Rosters organize your leads into lifecycle categories, giving each team member a focused view of the contacts most relevant to their work. Kinderpedia Admissions has four roster types, plus a Families view that groups related contacts together.
The Four Rosters
| Roster | Purpose | How Leads Enter |
|---|---|---|
| Enquiries | Pre-application leads who have expressed interest but have not submitted a formal application. | Created manually or via a "started but not submitted" form. |
| Applicants | Leads actively going through the admissions process. | Form submission, manual creation, or conversion from an enquiry. |
| Students | Enrolled students being onboarded or currently attending. | Automatically promoted when an applicant reaches the student threshold status. |
| Alumni | Graduated or departed students. | Automatically promoted when a student reaches the alumni threshold status. |
Accessing Rosters
In the sidebar, click Rosters to expand the sub-menu. You will see links to:
- Enquiries
- Applicants
- Students
- Alumni
- Families
Each roster page has its own stat cards, filters, and data view.
How Leads Move Between Rosters
Manual Conversion
Enquiries can be manually converted to applicants. On the enquiry detail page, use the conversion action to move the lead to the Applicants roster and assign it to a pipeline stage.
Automatic Promotion
Leads are automatically promoted to the Students roster and then to Alumni based on status thresholds configured in Configuration > Admissions > Roster Settings:
- Student threshold -- when an applicant's status reaches this value (e.g., "Enrolled"), they are automatically promoted to the Students roster.
- Alumni threshold -- when a student's status reaches this value (e.g., "Graduated"), they are automatically promoted to the Alumni roster.
TIP
Roster transitions are triggered by status changes. When you update a lead's status and it matches a threshold, the system moves the lead to the appropriate roster automatically. No manual action is needed.
Common Features Across Rosters
All roster list pages share these features:
Stat Cards
A row of four summary cards at the top of each page shows:
- Total count -- the number of leads in this roster.
- Overdue follow-ups -- leads with past-due follow-up dates.
- Due today or New this week -- time-sensitive metrics.
- High priority -- leads with high engagement or priority.
Archived Toggle
Each roster has an Archived toggle switch. When enabled, archived leads are included in the list alongside active ones. Archived leads are typically marked with a badge or visual indicator.
Search and Filters
All roster pages provide a search bar to find leads by name, email, or other fields. The Applicants page also offers advanced filtering with saved filters, pipeline selection, and bulk actions.
Table View
Most rosters display leads in a sortable data table with columns for name, email, status, program, date, and other fields. The Applicants roster also offers a Kanban board view.
Families
The Families page is not a roster in the traditional sense. Instead, it groups leads and parents into family units. A family can contain multiple children (leads) and multiple parents/guardians. See the dedicated Families articles for more details.
Permissions
Access to each roster is controlled by role-based permissions:
enquiries.view-- access the Enquiries roster.leads.view-- access the Applicants, Students, and Alumni rosters.families.view-- access the Families page.enquiries.create-- create new enquiries.leads.edit-- edit applicant details.leads.delete-- delete leads.
If you do not have the required permission, the corresponding sidebar link will not appear and you will be redirected if you navigate to the page directly.