Admissions
How a school runs an intake end to end — publish an opening, take applications online or at the front desk, shortlist, sit an entrance exam, make offers, collect the fees, and provision the accepted cohort into real students.
From “applications open” to a child on the register
Admissions is a pipeline, and every application moves along it one recorded decision at a time: submitted, reviewed, shortlisted, examined, offered, accepted, admitted. EaseAcademia keeps the whole journey in one place — the public application page families use, the queue the office works, the entrance-exam hall, the offers and their fees, and the final step that turns an accepted applicant into a student. Applicants are never students-in-waiting on your register: nothing is provisioned, and nothing is billed, until the school explicitly says so.
On this page
Publish an opening
An opening is one intake: which academic year it feeds, which year groups it takes, what it asks applicants for, and what it charges. Until the office publishes it, nothing exists publicly — and the moment it does, the school has a branded application page it can put on a flyer.
See every intake in one register
The openings register lists every intake the school has run or drafted — its window, its grade targets against applications received, and its status. Publishing and closing are explicit, audited actions.
Set an intake up in five steps
The opening editor is a wizard: the basics, the grade targets, the fees, the application form and entrance exam, then a review step that lists anything still missing rather than blocking you. Every step is click-jumpable, and Save is always in reach.
Ready to run your school on this?
Every screen in “Publish an opening” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Apply from home — no account needed
Families apply on a public page carrying the school’s own branding, at the school’s own short link. There is nothing to install and no account to create: the application itself is the identity, protected by an emailed code and, later, by the applicant number the school issues.
Find the opening and start the form
The public /apply page lists the school’s published openings with their windows, fees and required documents. Starting an application creates a private draft the family can leave and come back to — nothing is visible to the school yet.
Upload the documents the opening asked for
Birth certificates, report cards and passport photographs upload straight from the phone. Every required document is enforced before the form will submit, and photographs are optimised automatically once they arrive.
Track the application without an account
Submission issues an applicant number in the school’s own format and a private tracking link. The status page answers the question every family rings the office to ask — where are we? — and the offer, when it comes, is answered on the same surface.
See this on your own school’s data.
Every screen in “Apply from home — no account needed” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Review and shortlist
Every application — online or keyed in at the front desk — lands in one queue. The office reviews, shortlists, waitlists or declines from the list itself: single applicants with one click, a whole selection with the batch card, and each move validated against the same pipeline rules the server enforces.
One queue for the whole intake
The applications queue carries every applicant with their status, source and guardian. The row of figures above it is computed by the server over the whole intake — new submissions, in review, at exam, offers out — and clicking a figure filters the queue to exactly those rows.
Open an applicant without leaving the queue
A click opens the applicant over the queue — the whole story in one modal: identity, guardian, the answers they gave, the documents they uploaded, duplicate hints, fees, and an append-only timeline of every decision anyone has taken. The link in the address bar lands a colleague on this exact applicant.
Set this up for your team.
Every screen in “Review and shortlist” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run the entrance exam
An entrance exam can be a paper sitting the school scores by hand, or a sealed computer-based paper delivered through the same engine that runs the school’s own CBT exams. Candidates sign in with their applicant number and date of birth — no accounts are created for children who may never enrol.
Schedule the sessions
Each session belongs to an opening: a start time, a duration, a venue, and either a manual paper with a maximum score or a sealed CBT paper. The register shows candidates assigned against results recorded, so nothing slips.
Invigilate the hall, live
A running CBT session shows the same invigilation console the school’s own exams use: who is writing and how far in, the integrity feed of everything recorded in the hall, and the controls to warn, fault, clear a signal as benign, lock a device out, or — last and separated — stop a candidate’s exam.
Read the results register
Once a session is marked completed it becomes a read-only register: every candidate’s score and percentage, their attendance, their integrity record and their time — best score first, absentees last, every figure computed by the server.
Ready to run your school on this?
Every screen in “Run the entrance exam” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Make offers and take the fees
An offer is a letter, a deadline and a decision link. The family accepts or declines on the same public surface they applied on; the school records money the moment it moves — online through the gateway, or across the front desk in cash — with a real receipt either way.
Offer a place
From the applicant’s record the office offers a place: a rendered admission letter, an expiry date from the school’s own settings, and an emailed link the family uses to accept or decline. Offers that lapse expire on their own; re-offering re-mints the same offer with a fresh window, so a family can never hold two live links.
Collect the fees — online or at the desk
Application and acceptance fees are each optional per opening. Online payment uses the school’s own settlement account; a manual cash or bank-transfer capture posts the same ledger entries and mints the same ADM-series receipt, so finance sees one truth however the money arrived.
See this on your own school’s data.
Every screen in “Make offers and take the fees” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Provision the cohort
Accepted is not enrolled — deliberately. Turning applicants into students adds real children to the school’s daily bill, so it is a human decision taken on its own screen, with the cost shown first.
Provision accepted applicants into students
The provisioning queue holds every accepted applicant whose acceptance fee is settled or waived. The office assigns each a class arm, previews exactly what the cohort adds to the school’s daily cost, and only then runs the intake — one transaction per child, each minting a real registration number.
Watch the funnel
Intake analytics read the pipeline’s own timestamps: submissions over time, stage-by-stage conversion, offer acceptance rate, exam performance. Because stages are counted by when they happened, "offers made in March" still means March when you read it in June.
Tune the pipeline
Settings hold the school’s defaults: how long offers stay open, whether applicants are emailed at each step, and the reusable application form templates openings attach.
Set this up for your team.
Every screen in “Provision the cohort” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.