Students & Alumni

The Students and Alumni rosters hold leads that have progressed beyond the applicant stage. Students are actively enrolled, while alumni are those who have graduated or departed. Both rosters share a similar interface and feature set.

Accessing Students & Alumni

Navigate to Rosters > Students or Rosters > Alumni in the sidebar. Both pages use the same underlying component with a roster type selector.

Roster Type Selector

At the top of the Students page, a dropdown lets you switch between:

• Students -- currently enrolled students.
• Alumni -- graduated or departed students.
• All -- both students and alumni combined.

The Alumni sidebar link opens the same page pre-filtered to the alumni roster type.

Stat Cards

The Students/Alumni page shows four summary cards:

Card	Description
Total	The total number of students (or alumni) in the system.
Overdue Follow-ups	Leads with past-due follow-up dates.
Due Today	Leads with activities scheduled for today.
High Priority	Leads with high engagement levels.

How Leads Enter These Rosters

Automatic Promotion

Leads are automatically promoted to the Students roster when their applicant status reaches the student threshold configured in Configuration > Admissions > Roster Settings. Similarly, students are promoted to Alumni when they reach the alumni threshold.

For example, if the student threshold is set to "Enrolled":

1. An admissions officer changes an applicant's status to "Enrolled".
2. The system detects that this status matches the student threshold.
3. The lead's roster type changes from "applicant" to "student".
4. The lead now appears in the Students roster instead of Applicants.

Manual Assignment

In some cases, leads can be manually assigned to the Students or Alumni roster through import or direct database operations, though the standard workflow uses automatic threshold-based promotion.

Working with Students and Alumni

Student and alumni records function similarly to applicant records:

• Detail page -- click any row to view the full profile, including submitted form data, activities, notes, documents, and checklists.
• Activities -- continue scheduling and tracking activities (e.g., orientation meetings, parent workshops).
• Notes -- add observations and internal comments.
• Status management -- update the lead's status as they progress through enrollment milestones.

TIP

The Students roster is particularly useful for tracking onboarding steps after enrollment -- such as contract signing, fee payment, uniform orders, and orientation attendance.

Differences from Applicants

Feature	Applicants	Students / Alumni
Pipeline stage tracker	Yes	No
Kanban board view	Yes	No (table only)
Status management	Yes	Yes
Activities & notes	Yes	Yes
Checklists	Yes	Yes
Documents	Yes	Yes

Students and alumni do not have pipeline stages or Kanban views because they have already completed the admissions pipeline process.

Archived Toggle

Like other rosters, the Students and Alumni pages include an Archived toggle switch. Enable it to see archived student/alumni records alongside active ones.

Search

Use the search bar to find students or alumni by name, email, or other fields. The table supports sorting by column headers.

Configuring Roster Thresholds

To change when applicants are promoted to students or alumni:

1. Navigate to Configuration > Admissions > Roster Settings.
2. Set the Student threshold status -- the applicant status that triggers promotion to the Students roster.
3. Set the Alumni threshold status -- the student status that triggers promotion to the Alumni roster.
4. Click Save Roster Settings.

WARNING

Changing roster thresholds affects future status changes only. Existing leads that have already passed the threshold will not be retroactively promoted. You may need to manually update their roster type if needed.

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