Stage Tracker

The stage tracker is a horizontal progress bar displayed on the applicant detail page. It visually shows all stages in the applicant's current pipeline and highlights the stage they are currently at. It provides a quick way to advance or move applicants through the admissions process.

Where It Appears

The stage tracker is visible on the detail page for applicants only. It does not appear for enquiries, students, or alumni, as those roster types are not tracked through pipeline stages.

While the stage data is loading, a skeleton placeholder is shown. Once the stages for the applicant's pipeline are loaded and confirmed, the full tracker renders.

Reading the Stage Tracker

• Each segment in the bar represents a pipeline stage.
• Stages are displayed left-to-right in their configured order.
• The current stage is highlighted with a distinct color.
• Completed stages (earlier in the pipeline) appear in a muted tone.
• Future stages appear as unfilled segments.

The stage name and any configured probability percentage may be displayed beneath or within each segment.

Moving Between Stages

To move an applicant to a different stage:

1. Click on the target stage segment in the tracker bar.
2. The applicant is immediately moved to the selected stage.
3. A notification confirms the stage change.
4. The stage tracker updates to reflect the new position.

TIP

You can move applicants forward or backward in the pipeline. There is no restriction on direction -- if you need to move a lead back to an earlier stage (e.g., from "Documents Received" back to "Documents Pending"), simply click the earlier stage.

Permissions

Moving stages requires the leads.edit permission. If you do not have this permission, the stage tracker is visible but not clickable. The segments will appear disabled.

During Saving

While a stage change is being saved, the tracker is temporarily disabled to prevent double-clicks. Other inline actions (like editing fields) also disable the tracker momentarily.

Changing Pipelines

Below the stage tracker, a pipeline selector allows you to transfer the applicant to a different pipeline entirely:

1. Click the pipeline name shown below the tracker.
2. A dropdown appears listing all active pipelines.
3. Select the target pipeline.
4. Choose which stage within the new pipeline the applicant should be placed in.
5. Confirm the transfer.

WARNING

Transferring an applicant to a different pipeline changes their pipeline assignment and stage. The previous pipeline stage history is preserved in the audit log, but the stage tracker will now show stages from the new pipeline.

Stage History

Every stage change is recorded in the applicant's audit trail / history tab. The history shows:

• The from stage and to stage names.
• The date and time of the change.
• Who made the change (the user's name).
• Whether the change was manual or triggered by a workflow.

Kanban Board Integration

The stage tracker and the Kanban board are two views of the same data. Moving an applicant's stage via the tracker is equivalent to dragging their card between columns on the Kanban board. Both methods update the same underlying stage assignment.

Stage Colors

Each stage has a configured color that appears in:

• The stage tracker segments.
• The Kanban column headers.
• Stage badges throughout the application.

Colors are configured in Configuration > Pipelines and help visually distinguish different stages at a glance.

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