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.
The queue, before anything else
The module’s own home, and not where it used to open. Openings — the intakes a school configures once a year — is the right place to START a season and the wrong place to open on every other day of it. The work is here: forms to judge, offers with no answer, and families who said yes and still have no pupil record.
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.
One opening, before anybody fills anything in
What is on offer and what it costs, on the school’s own branded page. A family should be able to decide whether to apply before being asked for a single field — and a school should be able to put this link on a flyer.
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.
And the offer, when it comes
The emailed accept-or-decline page. The token in the link IS the credential — a family that has never had an account can read the offer, see the fees attached to it, and answer, all without creating one.
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.
And the family who walked in
Not every application arrives online. A parent at the desk with a paper form is the majority intake for most schools, and this is where the office types one in — into the same queue, with the same reference, so a walk-in and a web application are one pipeline rather than two.
Open an applicant’s record
A click opens the applicant’s own record — the whole story on one page, a tab for each part: 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.
One sitting, and who is in it
The sub-module opens on the roster: the candidates assigned to this hall, their seats and their status. It is one screen that changes shape as the day moves — the roster before, the hall during, the register after.
And who was invited in the first place
The shortlist the roster draws from. Sitting an entrance exam is an invitation, not an entitlement, and this is where the office decides who gets one — from the applications already judged.
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 what the school pays every month, 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 monthly cost — and the nightly deduction that works out to — 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.
Write the questions applications ask
Application forms sit beside the queue they are filled through, as the Applications register’s other tab. Every application already collects the child’s identity and the guardian’s contact; a form here is the school’s own questions on top of that, and each opening names the one it uses.
Build a form question by question
A form opens on its own page: name it, say what it is for, and lay out its questions on a canvas — short text, a choice, a file upload, each with its own options. One Save writes the whole form, so a half-made form is never left behind.
Tune the pipeline
Settings hold the school’s defaults: how long offers stay open, and whether applicants are emailed or texted at each step.
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.