How to run a paper intake end to end from Dashboard → Admissions: type in the family that walked through the door, review them, make an offer, and admit the child — which creates the student record and the admission invoice in one step.
Before you start
- An intake exists and is active — the admissions round the application belongs to. Create one at Dashboard → Admissions → Intakes.
- The class the child is applying for exists (Settings → Departments & Classes).
- You have the child's details and at least one parent contact.
Create an intake
- Go to Dashboard → Admissions and click Intakes.
- Click New intake and give it a name, e.g. S1 2027 intake.
- Choose the mode:
- Windowed — opens and closes on set dates. Both dates are required.
- Rolling — always open. Dates do not apply.
- Target term (optional) — the term admitted children are enrolled into. Leave it on Resolve at admission for a rolling intake, and the school's running term is used at the moment you admit.
- Tick each class this intake admits into and set its vacancies.
- Leave Accepting applications on, and click Create intake.
Vacancies are advisory. When a class has more acceptances than seats the pipeline flags it as Oversubscribed — it never blocks you. Schools over-offer on purpose, because a family that accepts can still enrol elsewhere.
Document checklist (optional)
On the same page, Document checklist is what families are asked to bring or upload. Type the item (e.g. Birth certificate), choose whether it applies to all intakes or one, tick Mandatory if it is required, and click Add. Removing an item stops new applications asking for it; documents already uploaded against it are kept.
Register a walk-in
- Go to Dashboard → Admissions and click New walk-in.
- Placement — pick the intake, the class applied for, and a stream if you already know it.
- Child — first and last name are required. Fill in date of birth, sex, boarding status (Day or Boarding) and previous school if you have them.
- Parent / guardian — name, phone, email, relationship, and NIN.
- Click Register application. The application gets a short reference (e.g. BHS-7K2M9Q) that the family can quote over the phone.
Set the boarding status while the family is in front of you. It is required to admit the child later, and chasing it afterwards is a phone call you don't need to make.
Two things are deliberately different from an application that arrives online:
- A walk-in enters the pipeline as Submitted — paper has no draft stage.
- The parent's phone is recorded unverified, because it was copied off a form rather than confirmed by the parent. The application shows this next to the number.
Move it through the pipeline
Click any row to open the application. The actions offered depend on where it is; you are never shown a move that isn't allowed.
- Move to Under review or Move to Interview as you work through it.
- Make offer — an offer requires an expiry date. Add terms or a note to the family if you want (e.g. Report on 3 February with two passport photos). The offer box shows that class's live seats, offers out, acceptances and admissions before you commit.
- Record acceptance when the family accepts in person. A family that applied online accepts on their own phone, and the pipeline updates itself.
- Receipt application fee — records that the school received its own application fee off-platform, with an optional receipt reference.
- Decline always requires a reason; pick one of the templates or write your own. Withdraw removes the application from the pipeline, and the family can apply again to the same intake later.
An acceptance is not binding. Nothing is paid to hold the place, so a family can accept here and enrol elsewhere. Offer above your seat count on purpose, and expect some acceptances to melt away before the term starts.
Admit the child
Admitting is the moment an applicant becomes a student. It is available once the application is at Offer made or Offer accepted.
- Open the application and click Admit.
- Parent / guardian record — if the phone number already belongs to a guardian, choose whether to link to that guardian or create a new one. Nothing is assumed: phone numbers are shared between households and reassigned between people, so you must say which it is.
- Student ID (optional) — leave blank and one is generated.
- Stream (optional) — the stream the child joins.
- Click Admit student.
In one step this creates the student record, raises the admission invoice if your school charges an admission fee (left unpaid for the family to settle), and closes the application. The application then links straight to the new student record.
Admitting twice is safe — the second attempt returns the student that already exists rather than creating a duplicate or billing the family again.
What the tiles mean
- In the pipeline — everything still moving: submitted, under review, interview, offer, offer accepted.
- Awaiting review — submitted and not yet touched.
- Offers out — offers made, including those already accepted.
- Admitted — applicants who are now students.
The tiles count the whole intake, not the page of the table you are looking at.