Transcription
Veraricos University, that the group events versus the individual events.
"Exactly. You just hit the nail exactly on the head."
So if we go to your um system homepage and we scroll down a bit, we have an events uh category here in the middle column. And you see that we have um a hierarchy of events that just say event. And then we have another hierarchy of events that say individual event. And so that can be confusing. I mean, I don't see how that can not be confusing.
So individual events, if we just go ahead and and take a look at these an individual event. Actually, that's not a good a good example. Let's click on the types individual event types um within the admission category. Individual event types would be what you were just um speaking about, Eric, like, okay, we made a phone call and the mom said this. Uh, we sent out an email, they sent back confirmation of this, right? An um individual event. You can think of it as a snapshot on a timeline, right? A a thing happened on the overall timeline for this admission candidates process. So that's what we mean when we say individual events. It's not a component that we'll dive into at all during this implementation other than what we just said, but you should know that you can create your own individual events and even your own categories if if you have a a need to split this up, you know, other than just the admission category, if you have two different sets of workflows or whatever. Um, so individual events you can totally take care of on your own.
And if we go to an admission candidates's record, uh, here's my kid one test family record. Every admission candidate has an events tab on their person record. And this can include the group events like an interview or a virtual phone, a virtual um interview or a campus visit, campus tour, an assessment test, right? Whatever they're doing during their admission process, they'll all show up here on this event tab. Um, but you can also manipulate this on your own uh using those individual event types. So, you might come to the candidates's record and say, "Oh, I called the mom, right? I made a phone call and here's what I said and here's, you know, what she said and what have you."
"Okay. So, so this wouldn't be tied to our email and record it automatically. We would have to come in and create an individual event within each candidate to track it."
Individual events you would be managing on your own. Group events, which are the other uh event type that we come back to the system homepage. This other hierarchy of event types. These are what we our terminology in Axiom is group event. It's a little bit of a misnomer because it doesn't mean that there has to be a group, right? You can have a singular candidate come in for a singular interview, but the reason it's a group event is because there's a schedule. You know, that event is tied to a time and a place. Sometimes it's it's tied to a room, uh, you know, specifically scheduled in a room. There's an interviewer and an interviewee, right? There's logistics around it. It's more than just a snapshot on the timeline like I made a phone call to this person. All right, so that's the distinction. And our admission checklist only uses group events. The checklist is not tied to individual events.
"So that group event would be something like a taster day."
"Yep. Where we have to include teachers and parents and rooms and all sorts of things."
"Exactly. Right. Yep."
"Okay."
"So, um, which is a perfect segue, Carol. Thank you for saying taster day, right? So, taster day."
"You're so welcome."
"Yeah. Taster day is a a a step in your application process, right? It's something that people need to do is come for a taster day. So to um get that into the checklist, we need to follow the hierarchy of creating checklist items. And so"
"Could I ask you just"
"Yeah. Yeah."
"So taster day is only available on in certain grades."
"Perfect. So that's um configurable is what I'm asking."
"Yeah. So let's do that. Let's walk through that exact scenario. Okay. So, in order to include something in our checklist, it needs to first be in the library. Okay? So, your first stop whenever you're thinking of a a piece of the application, your first stop is going to be this checklist library. So, just for the benefit of the recording in case um somebody else is joining or you're uh refreshing your memory or what have you. When you log into Axiom, you're going to go to your rocket ship in the upper left corner and we're going to come to our admission candidate changes homepage. That's largely where all of our configuration takes place. Down here in the configuration tile, we're going to come here under registration season types and click admission portal. This is our um portal record where we're going to be where we've started configuring. If you remember, we did our inquiry form a while ago, and one of your homework assignments was to come and click everywhere else that it said forms and start working your way through those forms, turning on fields, turning off fields, requiring certain ones, making other ones optional. Right? So, we've looked at this record a little bit before, but right here in the middle of the page, we have our 2526 registration season. If we use this little box here, this pop out, this here represents our checklist for the 2526 season. Now, we're going to copy this forward when we're finished with it, but it represents all of the components, all the pieces of your application, right? So, you need a birth certificate, you need a passport, um, you kids can come take a school tour, you need a diagnostic, upper school diagnostic. We'll talk about more about what that is. You need the report card of their current year that they're in plus a previous one plus a transcript plus a reference plus a personal ref. Right? All these things that you that you've shared with me on that worksheet. I've created those for you and I've slot slotted them in just so we can have something to look at together. But I want to talk you through the process of how these get here. All right. Um, and maybe before we jump into that, let me show you it from the family perspective. So, Carol, imagine that you have somebody new, somebody that is unknown to you who's either they heard about you from a friend or they're just researching on the web or whatever it is, and they come to your school's website, and they click on the link to inquire. They submit the inquiry. They receive the welcome email. They create their password and they click on the link to come to the admission portal. Here they are. Okay. This is your landing page or your homepage of your admission portal. Okay. They're going to come in and either click on a button like this if you have it, the candidate navigation button. Either way, I'm going to go ahead and use your yellow button here. And when they um click on that button, they're now looking at the page of your admission portal where their candidates exist. And this checklist is their application. Okay? So remember, in your world, it's an application. In our world, your new world, it's a checklist, right?"
"So they click on view checklist. And you can organize this application in groups uh of checklist items in a way that it makes sense for you. I just did this just because, right? I just I set it up this way so I could show you, but it doesn't have to be this way. I have schools that have one category and it's just called application and then all of the checklist items are in that one category. I have other schools that will do step one and then there's like, you know, these things are step one and then there's step two and then step three and then finally, right? Whatever. So this can all these words that you're seeing can all be changed."
"But the point being uh in currently what is the candidate profile category we have all these checklist items, right? So they can upload a photo of the kid. They can add more detail about the kid's um person record. They can tell us what countries the kid is a citizen of. They could upload their birth certificate. Um upload their passport, which you said um that you wanted. Um we can ask what languages they speak. We can ask what they're interested in or different accomplishments that they've had like, you know, they won an award or a championship or or what have you. Then the next category, visits. Uh, and again, you know, I just stuck some things in here. Um, academic history. Where are you attending school now? Where might you have gone before that school? Um, and a transcript. And then a references category. And you know, one from a teacher and one personal. Uh, you know what? Whatever. Right? So, I just set those up so I could show it to you. So, ultimately, that's what we're driving toward is presenting this page, this checklist so that it's filtered correctly so that all of the grade sevens uh who are day students get all the right checklist items. And if"
"If it was different for pre-reception, we could set it up differently for pre-reception. Right."
"Correct. Exactly. Yep. Exactly. Right. So, looking back at our um master checklist, right, all of those checklist items that you just saw, they're all represented here. And if we look across this page, you can see we can determine which of these checklist items are required or not. And that's that's just a surface level. Either this is required or it is optional. That is that is what that flag will set. If it is required, then the checklist item will be boldfaced with a little orange star beside it. Then we can filter from grade to grade. Right? So in your little worksheet that you gave me, you said this upper school diagnostic is only applicable if they're applying into grade seven and up. So we've set that filter so that this checklist item is not going to appear in the checklist of anybody that's not applying for one of these grades."
"Right? We have a campus filter, a resident status filter. Right? So in your case, we can filter if boarding kids get particular checklist items that day kids don't get, then we're going to use that filter."
"Okay? Same thing for international. If international kids get checklist items that domestic kids do not get, then we will filter it using that item. We also have groups, which can be things like profile codes, right? Does the kid have an IEP or a 503 or a um external diagnostic from some sort of professional like speech, OTPT, whatever it might be, we can ask the question to tag the profile code and then filter the checklist item by that profile code so that only the people who say yes, we have that thing will see that checklist item. Okay?"
"Then the next set of filters, these three filters kind of work together. uh with each other. This first flag applies to prospect means when the candidate has the role of prospect, they can see it. So this would be you would want this flag for anything that they should see right at the beginning when they first go to the portal and they first click on their checklist. Anything that you want them to be able to do right from the get-go. And for some schools, that's everything. Like there's no there's no like do these things first and then you get to see these things. Some schools don't have that, but you can have that if you want to. the trigger that distinguishes between uh if if you don't want them seeing certain things like I I'll just give you a use case and this might not be your use case, but I have schools that say um we can get all the demographic stuff out of the way like you know they can tell us their languages and they can tell us their citizenships and you know they can do whatever they want but I don't want them requesting their references until they've come for their visit. Right? I we we have to make that in-person contact before I want them bothering their old teachers. So we might say okay then in that case the school tour is the thing that that is required for the application record to be generated. Remember we don't have an application the way you think of it. We have a checklist. We have an application record that gets generated when the person role changes from prospect to applicant. And it is on the application record that your decision lives. So even if you wanted to accept or weightpool a prospect, you can't because prospects don't have application records. They have to move to the role of applicant have that application record in order for you to put that decision on it. So, you might have a trigger like they have to come for their school tour first and then they can then they can go ahead and request their um references. Other schools say that they need to pay the fee. Like when you get to the admission portal, you need to pay the fee before you can even do anything like right. It just it's all how your school operates. Um, and like I said, some schools don't have a a difference. It's like, hey, here's the application. You fill it out. you do your thing. Um, and it doesn't matter. There's no like hesitancy there. And then the last column required for review. That's an internal move for you to say, I cannot make a decision on this person until I have this thing in hand. Okay. So, to just kind of tie that flag to these other flags, let's say that school tour is the thing that's going to move a prospect to the role of applicant. then you need to require it, right? Because they can't opt not to do it because then they'll never become an applicant because that's the trigger. Like that's the thing they have to do."
"And if you said um let's say that you said that this um upper school diagnostic is required for you, right? You have to have that in hand in order to accept a candidate. Then that would also need to be required. the family can't opt not to do it because you can't make a decision until you have it. Okay, does that make sense?"
"It does. If we click it as required, which it is in 90% of the time, if that 10%, can we move them? Can we override that?"
"You sure? Yep, you sure can. So, every candidate's record uh they have their own checklist tab. So, this is their own checklist. It's derived from that master registration season, right? So, this kid is coming into the 2526 registration season for grade 7. So, everything listed here is applicable to a grade 7 uh candidate in 2526. And let's say that um when they arrived at their um admission portal, you know, they saw that the transcript was a required item, for example, right? They see the that it's bold. that has the little asterisks and then something something comes up in your meetings with them, your conversations with them and you're like, "Yeah, I get it. We don't we're going to wave that." You just come and uncheck the requiredness of that transcript item and and they're good to go. So, you can completely maneuver. Uh, and the other way is true too, right? You might have said um, you know, for you guys the second recommendation was not required and then the first recommendation came and it was kind of like a little sketch and you're like no you actually need to give us that second one. You could come require it for them. Okay. So you can manipulate each uh on a candidate specific basis. Uh, you can maneuver their own checklist."
"Good good to know."
"Okay. So the the visual uh within the portal does that jive I mean do you get what we're looking at right it's a checklist literally the family goes through and does each thing and as they do it it it checks off the list and crosses it off okay so it literally is a checklist okay cool so uh taster day so here's what we want to do coming back to the admission candidate changes homepage registration season types uh I'm going to come here under the library. All right, I mentioned it has to be in the library in order for us to use it in the registration season. So, Carol, if you think back to the days of paper applications, and I might be dating myself. Um, if you imagine you pull out your file drawer for 25 26 and in it all the different folders of all the things and you go, grade seven. Okay, cool. and you like reach into all those different folders and pull out all the pieces of paper, staple them, and hand it to the family. That file drawer is this. That's the library. Okay? So, everything has to be here in order for you to pull it out into the year specific uh registration season. So, if we look at this list, we can see all these checklist items that we just saw in the admission portal, but I but we don't have taster day, right? That that's not here, right? So, what we're going to do is we're going to go to the admission candidate changes homepage and we're going to click right here where it says add a new checklist item. What we're doing here is we're adding it to our library. So, we're going to go taster day. We're going to copy that guy. Put it there. And then you're going to see that the apply from grade and to grade are boldfaced which means they're required. Uh I if I try to save this record without those it will not let me. The so anything that's boldfaced is required. However, just to trick you and why make things easy. This doesn't actually impact the registration season at all. It is the filters here on the registration season that mean something for us. But we just have to put something here because they're required. So I'm just going to go Little Windsor Little Windsor because it doesn't matter. All right. So there is our taster day library item. Now just to prove that that's true, I'm going to go back to our library. And here it is right at the bottom. Okay. So now we own the library item for taster day. So the next place we're going to go is to our registration season. And let me just um just get out of those uh I don't want to save those changes that I just made with those flags that I was uh clicking on. So registration season for 2526. You have a checklist category tab up here on the left. So that's where we're going to go. And again, I put these here. This might not make sense to you. This might not be the way that you want to organize your checklist, but it's just stuff so that we can take a look at it. So, I created one called visits. So, that's the one I'm going to open right now just by clicking on the description. I'm now in my category called visits. And I'm going to do add a record, which look at this column header. It's library item. So, that's why we go to the library first because it's the first thing need."
"So, we're going to open up our magnifying glass. We're going to go to the bottom. There's our taster day. We're going to grab it. And I'm just going to use that same description uh here in the description. You can change these words. Um, but just to keep everything consistent all the way across, I'm going to do taster day. And then the widget type is what influences these buttons that you see. Right? So here on the teacher reference, the button says send a recommendation request because the widget that's tied to this reference is that of a recommendation form. Okay, so that's why the widget works like this. If we go back to the candidate photo, the widget on this checklist item is photo and so they put a photo there and it puts the photo where it belongs on the candidates's record. Um, the widget for the candidate demographic is the candidate demographic widget and this button takes us to the candidates's person record. Okay. So the widget is what makes the interaction uh correct in the system. So that being said, we want our taster day to be a visit of some kind. whether we want to represent it as a drop-down menu. All right, you can pick your taster day from the available days listed here in this dropdown. Or you can tell us a time and a day that you're available and we will set up your taster day for you. Or here's a calendar and each day that there are slots available is indicated in blue. Click on the day and click your slot, right? And I'll show you all of these. Um, but we have these three different visualizations of a event. So, just for the purpose of this, I'm going to pick visit slots. And I'll again"
"I was going to say pick that one because that's one we'll probably end up using."
"Probably. Yeah. That that's for us to control which days they could potentially join us. Correct."
"Exactly. Yep. And I'll show it to you with the school tour as well. Um, okay. So now here's your chance to say so is taster day required?"
"Uh no."
"Okay. And to which grades applying for does it apply?"
"Uh 6 to 12."
"Oops. Year six or grade six?"
"Uh grades grade six. And it could be to postgrad. That's fine."
"Okay. Uh any further filtering campus day or boarding"
"Specific to the upper campus."
"Both day and boarding?"
"Yeah."
"Both international and domestic."
"Okay."
"Cool. Cool. And I'm going to go ahead and check applies to prospect so that we can see it with our tester kid because if we take a look at our tester kid, you see how their role is prospect? That means if I don't check that flag, we won't be able to see it. So I'm going to go ahead and check that flag. And then is the taster day um a trigger for you? Well, actually it can't be, right? because if it's not a required item, then it can't be the trigger and you also can't say that it's required for review if it's not required. So, so we're good to go there. So, I'm going to click update."
"Okay."
"And now that inserted for us a registration season checklist item for taster day, right? So, uh if if we want to work in the hierarchy of Axiom, right? Everything in Axiom is hierarchical as you are learning adnauseium probably at this stage of the game."
"In terms of checklist items, the top of the hierarchy is that checklist library because we have to have it in the library otherwise we can't function in the registration season. So that's the top. The next layer is to slot this registration season checklist item into a category somewhere. So that's part two. Part three, we need to configure the individual checklist item in whatever way that we want to. So, I'm going to click on the taster day description. And here on the left, you can see um that library item is here, right? So, that's the one part of the hierarchy. The second part is that I have it uh here under portals which means it's visible in the admission portal and I have it um updatable by the parent right so they can interact with it and the widget type is a visit slot of some kind and I could even put some help text here to say um taster days are a good opportunity to whatever they're good for and whatever blurb you want to put about taste yesterday's, right? And you know, you get to eat lunch uh with the your classmates, right? Whatever whatever the situation is. Okay? And then the third layer of hierarchy is this individual checklist item. What do you want the system to do? Like where should it reach back into the system and grab the details? So, what we want it to do is we want to tie it to an event type. And if we open this up, we have some default event types that are just in everyone's database, right? And and these are like schoolwide, right? So days that you guys don't have school, everyone's going to be able to see those on their calendars, right? Days that you have early dismissal, right? That's all um schoolwide stuff. But for us in admission, we have an event type by default called openhouse. Not every school has open houses, but we have an event type called that. We also have two other defaults which are really generic. We have admission event and admission visit. They work a little bit differently, but pretty much they're just generic. And then I added a um diagnostic event type, right? Somebody needs to schedule the time that they're taking their diagnostic. Um, and then a school tour. And so we also want to have taster day here as well, right? So,"
"Um, we are going to let me try, um, saving. I think it's not going to save for us. Yeah, I wanted to just save my help text here, but as you can see, these are bold faced, um, items. So, I'm not able to save this until I insert these. So, just for the purposes of being able to save this record, I'm just going to insert a couple of days here. I'm just going to pick from today to the end of July. And I'm just going to pick openhouse for the moment just so I can save this record. Okay."
"Mhm."
"All right. So that is saved now because I really want an event type of taster day that I can pick here. So again, my my consistency is all the way across, right? It's the library item called taster day, the registration season checklist item called taster day, and the event called taster day just to pay it forward and make it easy for yourself. So, what I'm going to need to do is add that to this list. And this list event type is what we saw a few minutes ago on our system homepage, right? System homepage. Scroll down. Event type. It's literally right here. Okay. So, if I open this up, here is that list that you just saw. Assembly, openhouse, you know, yada yada blah blah blah, diagnostic, school, tour. So, I'm going to go ahead and just use the school tour record and use my copy. Right, you guys are getting familiar with some of these um shortcuts that you can use in Axiom. My plus sign, which is my organize menu, I'm going to copy this record. And this is going to be a taster day taster. And these are the default visibility that I want. It's fine. We can adjust individual visibility as we go forward, but it's a good idea to just tell the system to apply these same defaults to any new records that get created. It's fine. Um, and then to show up on staff calendars, your admission calendar, and then the calendar of anyone else who gets added to this record. So, in the case of a taster day, if you have, you know, a a classroom where they're going to taste, uh, the teachers of that classroom can be added to the record and they will become group members and then it will show up on their calendar because they're part of that event. Okay, so I'm going to go ahead and do add group event type. Okay, we have our taster day. back to my registration season to this um field here where I had just put open house just for kicks. I'm going to do my um command shift R to refresh the drop-own list now that I've added a new value to that drop-own list. And now here it is at the bottom my taster day. Okay. So, what I'm saying here is that in the 2526 checklists, I want to show families a taster day checklist item that has um um time slots between June 27th and July 31st. I want to show them taster day slots between these dates, but only if they're applying to grades six through postgrad. Those are the only people that should see it. So, I'm going to hit update there. And then here's a quiz for you both. This is reaching back a month now since we last spoke. If I make changes to my master checklist, okay, my 2526 master. After I make changes, what do I need to do in order to see those changes reflected in the admission portal? Do either of you remember?"
"I'm thinking"
"I'm going to give you a hint."
"It's refresh candidate checklist."
"I wouldn't have I wouldn't have guessed that."
"No, it's not."
"That's okay. You're forgiven. Um, refresh candidate checklist takes your new master and it replaces everybody's individual checklist with your new master. What it will not do is change any checklist items that are already completed, right? We're not going to mess with people's heads like, "No, I'm sure I did that before." And it will also not change the requiredness. So if there had been a checklist item that had been required at the beginning and now it isn't, it's not going to undo that requiredness and vice versa, right? So that required flag stays and the completion status stays and if you need to change those, you just need to proactively go and and switch those out. Okay."
"Okay. So in essence, what we just did was we added another checklist item, the taster day, um, which is going to be visible for our grade six to postgraduate, which I think our tester is a part of, right? Grade seven. Yeah. So they're good to go. So now, if I go back to my um, uh, session for mom test family and she's looking at kid one, I'm just going to go ahead and refresh the portal. View the checklist. in my visits category. Now I have this checklist item for taster day."
"Taster days are a good opportunity to whatever they are. And the widget that we chose was the um slots. And so slots look like this. It's always going to be a three-w week um snapshot of a calendar. So no matter what day they open this, it will be three weeks at a time. So I recommend using this visual when you have a lot of slots all the time because you don't want somebody coming here and just seeing blank and being like, what am I doing wrong? But what they would do is just use these carrots to to go through the calendar and be like, um, I need a day in October, right? And they're like, oh, October 10th or whatever. Whereas the diagnostic I show I'm showing you what the widget for drop-own menu looks like. Okay. So if we selected the widget for dropown it would look like this and they can scroll through uh and pick a slot out of a dropown. I recommend dropdown when you have something like this where let's say you're going to go live just let's just say you're going to go live August 1st and the dates don't start until September. It's maybe a drop down is good for now and then once you're in September switch it over to the calendar so at least they see something right they'll see dots and slots. So since we have"
"Diagnostics are only ever held on Saturdays. So,"
"Wouldn't it make sense to leave it"
"Drop down?"
"Drop down."
"Yep, it does. Which is why I stuck it in there uh for the in the first place, but I want to just swap it so I can show it to you and then we'll swap it back. So, let's go to the diagnostic registration season checklist item, right? And here's all of your um help text that I just grabbed, copied, and pasted it from your um thing. The event type is diagnostic and I'm saying show all slots from September to April, but maybe you only want to show a semester at a time or a term at a time, right? You can limit and so you can frontload, right? Get as many people to sign up for September and October as possible and then at mid-october we'll open up November slots and then in November we'll open up December slots, right? Whatever way you want to manage that, but this sets the visibility for the family in the portal. So, if we just switch this out to slots and update that, then here's the slot view, which is a 3-week calendar like I mentioned. And now if we move ahead, we're going to start seeing slots in September. And if we click on a day where there's a blue dot, there's our slot. So the diagnostic is a little bit of a unique thing cuz it's only on Saturdays and you only arrive, you know, at that start time. Like that's it. But you could imagine that for your tours or your taster day, maybe not taster day, but tours, you might have three slots every Monday, Wednesday, Friday, right? You could come at 9, 11, or 1."
"You only have one. Perfect."
"We have one."
"You're making it easy for yourself, which is great. I love it. I'm just going to put this back to drop down so I don't forget. And then let's just make sure that I just did that correctly."
"Boom. Yep. You're back to your back slots. Okay. Okay. So, that being said, how do we get these right? How how do we get dates so that we can populate our taster day slots? Right? And for that this is now the fourth layer of events, right? We have we need to um put it in our checklist library. We need to put it in our registration season. We need to make sure we have the widget and the widget setting. So we need an event type that matches. And now we need the instances or the slots, right? The dates and times that people can choose from. So for that, we're going to go to our admission homepage. We haven't been there, I think, too much together. Um, but once you're fully installed and you go live, this is where you're going to live. You you probably won't spend too much time on the candidate changes homepage. You'll swap out and you'll be living on the admission homepage. And as you can see, there's a lot of pre-built queries and reports for you. So you can see, you know, you can check out your pipeline stats. You can cross reference enrollment uh at the same time that you're looking at admission. You can follow application records through the process, right? Who's who's accepted, who's been weightpulled, etc. So you have a lot that you can do on this admission homepage. What we're going to do right now is we're going to come here to the add menu and we're going to add a group event. This is one of those fun axiom little uh quirks. Should we call them quirks? See how this says group events plural and group event singular. It doesn't matter which one you pick. I'm going to pick the plural. And check it out. It's really singular. So, I don't know. Interesting. Don't think that there's a difference between a group event and a group events. They're both group event. Okay."
"Okay. So on the group event record now we're going to configure this. First things first, what is our event type? In this case, we're going to do a taster day and we're going to call it taster day because Melissa's not creative. And we're going to open up slots for taster days starting Monday, I think. I don't know. We're going to start Monday and we're just going to do them for the month of July."
"Okay. And um they begin at what? 8 a.m."
"The taste."
"Yeah."
"Yeah."
"Okay. We can filter the instances. So, for example, if let's say that you do um uh what did you say? They're grade six and above. Let's grade six."
"All your taster day grade six, they all come on Mondays and all your grade sevens come on Tuesdays and all your grade eights come on Wednesdays. You can"
"Yeah, that never happens. But"
"But I'm saying you can create slots so that that does happen. Right. Right. So you can say all these slots that I'm creating right now are only going to be for grade seven. So you can do that. I'm not suggesting that you do, but you can. Right. I'm just going to leave it unfiltered as as of right now. And um in terms of those flags, we looked at them on the system homepage, but they also exist here. So I recommend um staff, faculty, group members, and admission event. And right now, that's all that's required on this record, right? Just the event type and the start date. I'm going to go ahead and click add the group event. That allows all these tabs on the left side to be enabled. Now, I don't know if you noticed a second ago, they were all grayed out, but now that I've added the group event, they're all here. And so, if we just take a look at a couple of things, there's a logistics tab. And on that tab, we have attendees expected. So, Carol, I mentioned at the beginning, um, this group event, a bit of a misnomer because you can set your capacity to one. It's still a group event in Axiom terminology, but only one candidate can choose that slot and then that slot disappears from the options for everybody else because you've set your capacity at one. Okay? So, you can make a group event be a singular candidate that can sign up for it. If you leave it blank, it's unlimited. Okay? The next um tab that I want to show you is the recurrence tab. This is my favorite tab in all of Axiom. I love this record. Um, it makes it possible for you to set up your schedule in one fell swoop. So, what I'm saying to the system on this record is to say for a taster day, start on June 30th and go through July 31st and make me a slot for all the Tuesdays and Thursdays that live between those dates. and go create individual occurrences and then click update."
"And there you have all of your Tuesday and Thursdays that live between those dates. And once you get your school calendar into Axiom, you will see all those days that you have school >> and all the days that you don't. So you could come X out the ones when when you're not there or you have a doctor's appointment or you know whatever, right?"
"So super cool and super um easy way to get a multitude of slots available. Then let's just say and I know you said a minute ago you don't you you have like you know one thing, but I just want to show you mechanically how this could work. So here that was my 8 a.m. slot that I just created for every Tuesday and Thursday. Let's say I also have an 11 a.m. slot. Just just pretend. Okay. I'm gonna keep this same exact record. I'm going to come to the plus sign and copy."
"And I'm just going to change that to be 11:00 a.m. Going to add it back."
"And now that would work for like tour options, right? So on the upper campus, we just have one slide, but Little Windsor may have nine and 11. So that's how when I'm in the tour one, >> I can update it that way. Configure it that way."
"Exactly right. Exactly right. Yep. So let's go back to our portal view now."
"How do we change How do we change This is silly. How do we change the picture in the very front? I told Eric I was going to figure it out, but I haven't yet."
"Are the image in the background here? No, my image my my um photograph"
"On the port on the portal config record. I'll go show you that in a sec. Yeah, I'll show you that in a sec."
"But so here we are back in the um from the family perspective, right? So here are the different slots."
"Perfect."
"Okay. Does that make sense?"
"It does very much. Now, let's"
"Does this say I'm sorry in that um when families look at it,"
"Is there anywhere on this that says that blue dot means available?"
"You're going to write that and use your words and it's going to go right >> and there. Okay. Yeah. Okay. That's that's what I was that's what I thought, but I'm glad you confirmed."
"Yep. Absolutely. Um, where? Oh, I think I was in the I don't think I was in visits here. So, taster day, right? Um um select any date with blue dots and choose your slot. Click the submit button or something like that, right?"
"Yeah. Yep."
"Cool. And then let's just go back and prove that that's true right there. Select any date with blue dots. Blah blah blah. Or you might start out with click the quote sign up >> sign up button >> and quote button. Right."
"Exactly. You're with me >> with an arrow."
"And I I recommend something similar on references because there's a lot here. Right. So you in your reference um I think you had a little blurb that said, you know, at least one has to be a former teacher. um but blah blah blah. Like you have some explanation about your two references, but then I would really hone in here and say click the quote send recommendation request button."
"Yeah."
"Then right and give them then put the full name and the email address of the recommener. Then click the green send request button."
"Yeah. Um, and then they will see once they've done those actions, they will see the status of what's happening with that recommendation. And I would write that I would say you will see the status because you don't want them calling you up. Hey, can you tell me if the person got my email or got what? No, no, no, no. You will see the status right here in the portal. So, don't be asking me. Okay, cool. Cool. Um so going back um ah yes back to the admission candidate changes homepage."
"Yeah"
"To this shared workspace. Remember this handy dandy shared workspace. This lives on almost all of your homepages. And there are some saved queries here for you. Two of which were um previous homework. So just double check that you're getting in there and updating those. You have some email templates and you have some text templates that you can uh go in and and edit. Um, but the thing I want to show you here is this nifty cool um query that I saved you called admission events spreadsheet. Think of it as a spreadsheet. And if you just run this query, whoops, there we go. What I've done for you is I've created a query. Let me just go to the design and show you a query of admission events only pulling in our admission events that we are controlling that we care about. So, let me grab school tour and taster day and add that to this query. And I've pulled in those display flags so you could determine which events show up on which people's calendars. And then I've also brought in stats for you. How many people have been invited to this event? How many were confirmed? and how many actually showed up and the attendees expected. So if you go through and you say, you know, this kind is only one kid and these are up to five kids and these are unlimited, right? You can do all this from a query and not just go one by one by one. Okay, so let's run this. Let me overwrite it to include those other two event types that we had added. And so here's what you're looking at. Here's our taster day. And you'll see these top two records. Notice that they have the start date and the end date. And if you look on the right hand side, these are our masters >> and all the rest are our occurrences. >> Make sense? So we have all of our 8 ams, elevens, eights, elevens, 8 and then we go through. So I want to make an adjustment. This is a known bug. We set the visibility on the master as show an admission event on the admission calendar. Let me um spread this out a little bit. Display on the internal admission calendar. It only applied to the master and it didn't carry through to the instances. That's a known bug. So what I'm going to do is I'm going to come through here and I'm going to grab the header of all of our taster days. We have 22 taster day records. Right now I am going to batch update the display on admission calendar as an event to yes for the all 22 of those. It happens just like that. And then because the master isn't really the one that they're signing up for, I'm going to just undo those because that's not really the one they're signing up for. They're signing up for the instances. >> Yeah. >> Just like that. And so now um if we come to your admission calendar, which is again on your admission homepage, >> right here in the middle of your admission homepage is your calendar. Here are your taster days and you can open each one up and go now who's coming to"
Me, you know, on this day or whatever. The record is the exact same, but it is collapsed when it's in Oh, it's in it came in a popup. Sorry. Let me change my share. Sorry. Sorry. It It's going to pop up >> and it's collapsed. So, it's just it's the same record, but that little side panel is here under those stripes. Um, and so you can come to the event attendance and you can say, "Okay, good. So, you know, this person needs to be on this and this person and this person." You can add everybody that needs to be added to that record. >> All right. Does that make sense? >> Cool. Cool. Let me go back to my other share screen share. Okay.
Great. So um back to admission candidate changes to our shared workspace and to this um event query that's saved right as you are um working right living your life. The addition of these stats is kind of cool because they're hyperlinks. So, as people sign up for these different slots in the portal, they will make a little hyperlink in these columns and you can just click right on it and see who's coming to what. Um, so it's handy dandy little um report for you to have. Here's the school tours. Um, again, I just need to adjust those flags. And then I think we have um, yep, diagnostics. There's all your Saturdays. >> Um, and so far that's all we have. But if you have open houses, if you have interviews, like whatever other events that you have, um, if you want to use this recording and follow along and create them, great. I would love that. If you want to just give me all the details about those events, I can get them set up for you and then we can tweak them together when we meet next time. >> Great. That would that would be wonderful if we actually had the openhouse date scheduled. >> We can put in the pretend one for now if you want. Like we can just put it at October one or you know whatever we need to do. >> Yeah, that'd be great. >> Because the thing is what what we ultimately want to get to Carol is your ability to fully test this even if the dates aren't right. >> Yeah. Fully test it. So that if you are expecting that if somebody goes upper school diagnostic testing and math club and they click the thing and they pick September 20th that you see them on September >> back. Yeah. >> So that's so there would be a hyperlink for them. >> Exactly. >> In in what you just showed in the report you just show showed me. >> Yep. Yep. Exactly. And and let me since I just went ahead and submitted this um >> September 20th, let's go look at it real quick here before we wrap things up. If we go to your admission homepage, >> okay, because that kid or the or the parent just signed up in the portal, >> you're going to see it here in your admission events pending review because >> everybody that signs up in the portal, they're always going to be invited. They're never going to confirm themselves. You are going to confirm them because there might be a reason why you're not going to confirm them. Like, >> okay, >> I told you people that you're not a good fit for our school and we don't want you to come to this event or the person who's hosting this event is not available that day, so we're not confirming you. Whatever the thing is, >> you can come to this query. It could be a daily thing. It could be twice a day. It could be whenever you want, but this bucket will be all of those that are invited. So, let's just go to your um query here. Do we have this open? Nope. Let's go back and grab it. And let's just see that person in the um invited category here. And they're not taster day. They are diagnostic. Right there. They are invited. Right. And now if you come through to your admission events pending um uh confirmation. Oh, wait. Let me show you one more thing. So, here's the view in the portal. You're not yet connected by the admission office, right? You see that at the bottom? >> Yeah. >> You come to your query. Whoops. And you confirm them. >> Yeah. And then >> drop out of the query, right? Because the query is only those that are pending, >> right? We refresh your um stat sheet. [Music] >> All right. They've moved to confirmed now. And in >> they're invited and confirmed there. >> Yeah, I see that. But I I think that's I think that's accurate because they were invited. It's a an instant on their timeline. They were invited and another instant is that they were confirmed. Um, but here we go, right? You are confirmed. And when they are confirmed, they lose that reschedule button. So they can reschedu themselves up until you confirm them and then they don't have that button anymore. >> Okay. >> Okay. I feel like that gives you a good amount. Um, I would love for you to go backwards to your previous homework and just get caught up on that. And then let me show you the admission portal. Um, you were asking about changing out you know the image and you know some of the other things that still it still needs you know some things. So on your admission candidate changes homepage over here portals admission portal and on your component screens for the one that's home your homepage edit >> and here's all the different components that are there right now that you can come through and start editing. >> Okay. >> So to change your picture you'll just click on that component. It brings up the panel. You could remove or change or upload or do whatever you want there. >> Okay. >> All right. Any other questions? >> No. No. I know. >> Awesome. Thank you so much. And um I will see you guys in much less than a month. >> Much less than a month. >> Much less. Melissa, I actually did I did a um I scheduled us for next week as well. We may not have to. Um, just in case Carol wasn't able to make it, I wasn't sure if she's going to be able to make it today. So, >> okay, cool. >> Let's let's keep it. And if you're not able to meet, that's fine, but let's keep it on there because my July group is starting, so um slots are going to fill up. >> Okay, awesome. Sounds good. >> Thanks. Thanks, everybody. >> Awesome. That was it.