Glossary
This glossary defines the key terms and concepts used throughout the admissions system. Refer to this page when you encounter unfamiliar terminology.
A
Activity
A scheduled task, event, or interaction related to a lead. Activities include calls, meetings, campus tours, follow-ups, emails, and general tasks. Each activity has a type, date, duration, and assigned owner.
Applicant
A lead that has progressed beyond the initial enquiry stage and is actively being considered for enrollment. Applicants are managed in the Applicants roster.
Applicant Status
A configurable label that indicates where an applicant stands in the admissions process (e.g., "New", "Contacted", "Enrolled", "Waitlisted"). Separate from pipeline stage.
Archived
A soft-delete state where a record is hidden from active views but preserved in the database. Archived records can be restored. Used for leads, forms, and enrolment years.
Audit Log
A chronological record of all actions performed in the system, including who performed them, when, and what changed. Used for compliance and troubleshooting.
B
Bootstrap
A single configuration load that runs when the application starts, fetching all the school's settings at once instead of issuing many small requests. Reduces initial load time noticeably.
Bulk Action
An operation performed on multiple selected records at once (e.g., bulk void contracts, bulk mark notifications as read).
C
Campus
A physical location or branch of the school. Leads, forms, contracts, and activities can be scoped to specific campuses.
Checklist
A list of items that need to be completed for an applicant (e.g., "Documents received", "Interview scheduled", "Medical form submitted"). Checklists track completeness.
CLM (Contract Lifecycle Management)
The module for creating, sending, tracking, and managing enrollment contracts. Covers the full lifecycle from draft to completed.
Cohort Rule
A rule that automatically assigns students to programs based on their date of birth and the academic year cutoff dates.
CRM (Customer Relationship Management)
The structured data profile for each lead/applicant, containing standardized fields like parent names, student details, and academic information.
D
Daily Digest
A summary email sent once daily containing all unread notifications since the last digest. An alternative to receiving individual notification emails.
Deduplication
The process of preventing duplicate parent records. When a parent email matches an existing record, the system links to the existing record instead of creating a new one.
Do Not Disturb (DND)
A temporary mute period during which notifications are suppressed. Configured via date range in Notification Preferences.
E
Enrolment Year
An academic year cycle (e.g., "2025/2026") used to organize admissions data. Leads, forms, and contracts are associated with specific enrolment years.
Enquiry
An initial expression of interest from a family, before becoming a formal applicant. Enquiries are managed in the Enquiries roster.
F
Family Members
The junction table that connects parents to children (leads) with a defined role (mother, father, guardian, etc.). Enables the family view.
Form
A public-facing application form that families fill out to apply for enrollment. Forms are built using the drag-and-drop form builder.
Form Builder
The visual tool for designing admissions forms with drag-and-drop field placement, conditional logic, and multi-page support.
Follow-up
A scheduled reminder to take action on a lead. Follow-ups trigger notifications when they become due.
K
Kanban Board
A visual board showing leads organized by pipeline stage as columns. Leads are represented as cards that can be dragged between stages.
Kindergarten ID
The unique identifier for a school in the Kinderpedia platform. All data in the admissions system is scoped to a specific kindergarten ID.
L
Lead
A prospective student/family record in the admissions system. Leads progress through pipeline stages and can be categorized by status, program, and enrolment year.
Lead Owner
The staff member assigned to manage a specific lead. The owner receives notifications about their assigned leads.
N
Notification
An alert about an event that occurred in the system. Notifications can be delivered in-app (Notification Center) and/or via email.
Notification Category
A grouping of related notification types (e.g., "Lead Lifecycle", "Follow-ups", "Forms"). Users can configure delivery preferences per category.
P
Pipeline
A sequence of stages that represent the admissions workflow (e.g., "New > Contacted > Interview > Offered > Enrolled"). Multiple pipelines can exist for different programs or admission types.
Presigned URL
A temporary, authenticated URL for accessing private files stored in S3. Presigned URLs expire after 15 minutes.
Program
An educational track offered by the school (e.g., "Nursery", "Reception", "Year 1", "IB Diploma").
Push Notification
A notification delivered via the Kinderpedia notification server to users' devices, separate from in-app and email notifications.
R
RBAC (Role-Based Access Control)
The permission system where users are assigned roles, and roles define which actions are permitted.
Roster
A categorized list of leads organized by their lifecycle stage: Enquiries, Applicants, Students, or Alumni.
S
Setup Wizard
The onboarding wizard that guides new schools through initial configuration: creating pipelines, stages, programs, and forms.
Soft Delete
A pattern where records are marked as deleted (with a deleted_at timestamp) rather than being permanently removed from the database. Soft-deleted records can potentially be restored.
Stage
A step within a pipeline (e.g., "Application Received", "Under Review", "Interview Scheduled"). Leads move between stages as they progress through the admissions process.
Sub-Program
A subdivision within a program (e.g., "Year 1A" and "Year 1B" within the "Year 1" program).
V
Variable (Template Variable)
A placeholder in email templates and contract documents (e.g., {{student_name}}) that is replaced with actual data when the message or document is generated.
W
Workflow
An automated sequence of actions triggered by specific events (e.g., "When a lead moves to the Interview stage, send an email and create a follow-up task").
WYSIWYG
"What You See Is What You Get" -- a rich text editor that shows formatted content as you type, used for email template bodies and activity notes.