Transcription
And you guys can see my screen. Yes.
>> Yep. Over here.
>> Perfect. Okay. So, um, as far as the agenda looks today, um, we're going to I'm going to flip-flop us just a little bit to checklist. Um, in the normal progression, we would talk events first and then checklists, but I think it's a little bit easier if we dive into checklist so you can get um, get a visual on what we're driving toward and then events will kind of fall into place after that.
So, we're going to start out by submitting a tester uh in your inquiry. And I have a couple questions about some of the settings or fields on that inquiry. And then we're going to um dive into the hierarchy of how a checklist is built in Axiom. And remember, this word has um specific meaning for us in Axiom, right? What you think of as your application is what we refer to as a checklist. So everything that I'm talking about, you know, building out the checklist, making sure we get the checklist right, um, you know, making sure your families are able to go through the checklist, what I'm talking about is how they apply to come to your school. Okay. All right.
So, let's start with the inquiry. And just to um, for the purpose of the recording, if anybody else uh, needs to, you know, watch at some point, we'll just do the navigation from beginning to end. So in your upper left corner on your launchpad or your rocket ship, we're going to go to the admission candidate changes homepage.
>> And on that homepage, we have a configuration tile registration season types admission portal. And this configuration record is mostly where all of our configuration takes place using the links on the panel on the lefthand side. And so all the way at the top is the inquiries category where we click on forms. And this is where we have your current inquiry form that we have been working our way through configuring. And you guys went um from top to bottom on that and it looks fantastic. So I'm going to click on the description, open up the configuration.
>> Oop. Sorry.
>> Go ahead.
>> Carol just had a quick comment about um the gender. Do it. It cannot cannot. Yeah. Yep. It's gonna it will pull like this. Um it is a system level connection and it pulls from the description field not the abbreviation field. And at this time they can't change that.
>> You can't change the description to mimic the abre the abbreviation.
>> No, because it's these values are are um
>> rights across databases, right? So, it's global. Everyone gets default male and female and then if you want to add one, you can or add more, you can add them, but everyone has male female as default.
>> Well, could we get rid of male female and then add an MF with a different descriptor?
>> So, you have to have male and female.
>> Bummer.
>> Yeah, it's a bummer. There might be an enhancement request. Have you Are you guys familiar at all yet with enhancement requests?
>> All right.
>> No, not at all.
>> Well, you're about to learn something yet again. I feel badly that I'm like, well, let's just pile it on.
>> Uh, I'm going to go to our case, which is our admission implementation case, and I'm just going to attach a um article for you. This record is not what what does that mean? I don't know. I don't know what that error was. Okay. Um, what is this article called? I think it's pretty straightforward. I think it is called the Veraracross Enhance process
>> was that I created for us. I thought it was you, me and Tam.
>> It is.
>> All right. I am going to attach that article to our case and then I'll also just put the link in our chat of our Zoom and you can take a look uh you know if you're struggling to sleep over the weekend. Um, but my point is the way that our product gets uh enhancements is through arbitration by our um school our customers voting and prioritizing the enhancements. That's how they happen. So that article tells you the process by which you either a search for and find an existing enhancement and then you vote for it or you search for and don't find and then enter an enhancement so that others can find it and vote for it. And it's um I believe quarterly process that our um developers meet and arbitrate and then go forth with enhancements that are requested by our schools.
>> Okay, that makes sense. It's a nice workflow instead of pinging off all the individual requests.
>> Exactly. Yep. Exactly. So, I I would not be surprised if you found an enhancement or two related to gender. It may not be exactly the the thing that you're offering up as a solution of like delete the default values and add your own values. It might not be that, but it will be some sort of an enhancement related to gender. Um, because it's so it's worldwide. It's a topic. And so I'm sure that there's something in there that you'll find. Okay.
Um, great. That being said, um, we are now looking at the configuration record for the inquiry form. And one of the um values that is on this form by default is in the parent one section of the inquiry form and it is this element called create account.
>> Yeah. And the element asks, you know, do you want us to create an account for you or don't you? And um which is fine. We can ask that question. And of course, that gives the person the opportunity to say no. And if they say no and so therefore there is no account generated for them, they're kind of at a dead end until you guys reach out and then take an action uh and then determine that you want to go ahead and create that account, send the welcome email and get them going. Some schools say, "We actually don't even want this question to pop up. We just want them to get an account created and get a welcome email immediately when they submit the inquiry so that they can go right to the admission portal and start reading the page of what we say about how you apply to our school and here's who you can contact if you have a question and here are all the documents you should start gathering and you know all that sort of stuff. you should
>> that's a part of our um community kind of school ethos is to have a point where they're communicating with a person before it gets to supply all the documentation which is fine. You can still communicate with them. You're going to know who has uh inquired. The question becomes, do you want the account created automatically or do you want to be in the business of creating those accounts and sending those welcome emails? It doesn't mean you can't contact them. You can totally contact them.
>> Understood. How many steps does creating it and sending the welcome email take? Is it just a couple of clicks and it happens?
>> Two. Yep. And then at some point could we change that or is the choice we make today the choice we stay with infinid?
>> Nope. There's never um anything that you need to stay with forever. Um, it will change your configuration if you want to change it. So um let me show you what we can do and then we don't need to do it yet. And if you decide as we're testing and going through all this that you'd rather do it then then we can. But let me at least show you. So the element we have here in the parent one section is the create account element. So if we go to our configuration record and we go to the parent one section and we scroll down to the create account element and open it up. What we can do is set this element to hidden with a preset value and then we can create the preset that says yes create the account and then that question is totally hidden from the inquiry form. The parent doesn't get asked. It just creates their account and sends them their welcome email immediately. And then your admission portal can specify, you know, we're going we will reach out to you. um you know, you can get started on your demographic forms, but um you know, first you come for a tour or first we have a chat or whatever the you can lay out what the steps are uh on the portal and you can reach out to them immediately. Um, but this would take away the process of you having to create the account.
>> Okay, make sense?
>> Mhm.
>> Cool.
>> And it'll still keep track of those inquiries, right? Like we'll still have records of those
>> always. Yep. Um, I think I had one more question.
>> Real quick question. If they do have access to the portal, will that allow them to sort of find information? I mean, obviously the portal will be set up however we want.
>> Right. It will be. So, you can include any information that you want.
>> Anything about the school, um, curriculum. Um,
>> oh, like if they sign up and get the brochure,
>> then all of a sudden, do they Yeah. Do they have access to the school like calendar brochure or uniform guide?
>> Well, I mean, we need to you guys decide like you said, Eric, it's you guys design the portal. The the the way to think about it is that your school already has a website that's public facing, right? So, you have a school that has curb appeal, right? Your public website is your curb appeal, but the admission portal is entering through the front door. take a seat in the foyer. We'll be right with you. Here's a cup of coffee. Like, while you're getting settled, it's invite. It's an invited space. And so, you don't want to just replicate what's already on your website. Cuz people can already see that and do that. But they took an action to say to you, hey, we're interested in coming to your school. So, now you're like, cool, come on in. Let me show you around.
>> get information we were talking about is not available on the website.
>> Yeah. So, do it. Go for it. Yep.
Okay, let's get a tester uh into this inquiry. I want to just remind you that branding configuration is your responsibility. So, your logo, your images, um the documentation on branding for admission is attached to our case. So, you can do that anytime. You don't need to wait for me.
>> Okay, let's get a kiddo in here. The plight of kid one test family. He applies to every single one of my schools. never gets in.
>> It's very indecisive.
>> It's just so sad. I mean, he's been trying for a long time.
>> Yeah.
>> Our family is the belchers from Bob's Burgers. They're like 17 and in grade three.
>> I will go for year six here. I'm gonna be a day student. I want to switch that.
>> What?
>> Day and boarding just flip them.
>> Mhm.
>> Just for workflow.
>> And I'm just going with um mostly just the required questions. I did I did want to um say yes to the support and I did want to um specify a residency just for other reasons, but mostly I'm just doing required questions. But when you guys come through and do your tests, make sure you you know fill out everything and make sure that what it's doing is what you're expecting it to do. Actually, let me not do this because we have that question. Does either of you have an email address outside of your um
>> Um, C L R O
>> sorry C what?
>> So Charlie Lima Robert Oscar at C LR O dot Charlie Charlie
>> what the heck is that?
>> No no CC not Charlie Charlie
>> Oh
>> I was looking at it on youC
>> what is what is CC? Uh, that's the Channel Islands, but I thought went pretty good with my initials.
>> I love this. I'm gonna I'm gonna get myself account.
>> Thank you.
>> I love it. All right. And I'm going to say, "No, don't create the account for right now." Utopia.
>> Give me a city.
>> Utopia.
>> That has to be in the Bahamas.
>> There you go.
>> All right. And I'm not going to add a second parent, but of course you know that they they could uh with that popup. And how did you hear about us? Current family. There we go. Okay. I am so bad at capture. So bad at capture. Okay. Ready? Here we go. I got to move my Zoom controls out the way. Come on. Get out of here. What am I looking for? Traffic lights.
>> Traffic lights. Yeah. Yeah. Yeah.
>> Is this one? That's one.
>> Yeah, I think so.
>> Crossing my fingers.
>> To save your identity.
>> Yeah, that's my computer. Why is it doing that? That's one password. It's so annoying. Okay. All right.
So, this page that you're seeing on screen, this will be the behavior for everyone who clicks submit on an inquiry. And it's called the success page. And you can alter this text any way you like. So, let's go back to our web form. I'm going to use the the breadcrumb trail here at the top. And I'm going to click all the way back out to the very very top of the hierarchy. Here's the success page on the left side. Here's where you can change the title and here's where you can change the text. And note that it is rich text. So, this could be really fancy and cool as a um first step in, you know, public relations or marketing. Okay. So, that's part of your homework is to take a look at your success page if you want to use it.
Okay. Now, to the question of, you know, how do we know who submitted an inquiry? Like, you know, can we see, you know, how and when do we see that they've done that? Okay, I'm going to go back to the admission candidate changes homepage. And you can see right here in this recent activity um chart or like dashboard that we have an inquiry submission. You can also see it here in the bucket of submissions on this page. And then you guys also have an admission homepage. No matter where I put these controls, they're in the way today. Um, regular admission, right? Not candidate changes, but just regular. And this is pro probably where you're going to be operating once you go live. You probably won't really go back to the candidate changes all that much. Um, but you can see that right here at the tippy top, you have a bucket of new inquiries. As they make their way through the checklist and they complete enough pieces of the checklist to be considered an applicant in quotes, air quotes, then they'll pop into this new applications button, right? It means that an application record has been generated for that person. And then as you put statuses on those application records as you are reviewing their um packet and determining your admission decision, they're going to fall into those buckets as well. And then as you can see on this homepage, you have gobs and gobs of reports that are already built for you that you can use as is or customize as needed. So this really is a a very powerful homepage and you'll probably, you know, be living here most often. So, we'll go to this new inquiries bucket. And all this serves is an internal purpose. It's it's nothing there's nothing required at all about clicking into that bucket and doing anything. It just gives you this report which would allow you if there was something that you guys did, an action that you took whenever you had a new inquiry. This report has this follow-up complete button where you can say, "Yeah, I did that thing." Right? So, if you come in in the morning, you sit down at your desk and you open it up and you go, "Ooh, new inquiries. Cool. I need to call." And you call the parent or you send out an email or you pop a brochure into the snail mail or whatever it is that you do. You can come and say, "Yeah, I did that. That mark the follow-up complete." And then that inquiry goes out of your bucket and you're you're back to zero and you're ready to go the next day. All right. So that's just one possible workflow. There's lots of other workflows as well, but that I think gets to the spirit of what you were saying, right? That you make a touch point every time there's an inquiry, right?
>> Perfect.
>> Where do we go after that?
>> Sorry.
>> You've checked it and what
>> I said they're gone.
>> They're gone. you. It's done and they're gone.
>> What? Dude, that this is why kid one test family never makes it anywhere. They get follow-up complete and they're gone.
>> And they're done.
>> That's just that's all that that bucket does is let you do that follow-up complete. It it it has nothing to do with the actual record of the kid. If I come over here to find candidates, pull this query, I'm just going to turn on the year applying for so that you can see it defaults to the active admission year. So in the future when you're operating, you know, 2 3 4 years at a time, you can come and take away that um parameter so that you'll pull back all of your years applying for. You could even subtotal it by the years applying for. But candidate, remember we talked about this word early on. I said that the word candidate encompasses three person roles, prospect, admission lead, and applicant. So anytime you're pulling a query of candidates, it's going to include all three of those person roles. So if I run this query right now as is, right, we only have our one kid and that kid is a prospect because they haven't done anything other than submit an inquiry. So they're here. Um, you know, I didn't disturb them in any way. All I did was go to my bucket of new inquiries and go, "Yep, I followed up and now I can carry on doing whatever else I need to do." Okay.
All right, I'm going to click on kid 1's name, which takes me to their person record. Right, I'm looking at the admission candidate record right now. And everybody who is in your database, everybody has a tab of related people, right? Because that's how we operate. It's a relational database. So, you can find related people on everybody's tab. And I want to specifically go to mom right now because when we were filling out the inquiry and we saw that question that said, "Do you want us to create an account?" I said no. Remember I answered no to that question. So if I take a look at mom's other tab, I don't know why it's on other, but it is. And it's right here in the middle. Their username is going to be right here. She does not have a username. So, in this situation where you're not having the inquiry form create the account automatically and instead you're doing your touch point and then you're determining, okay, great. This person should get an account. They should go to the portal and they should start. What you're going to do, these are the steps. You're going to go to the person's record. You don't have to go to their other tab. You can be on their general tab, right? You can be anywhere you need, but you're on the person record. You're going to go to the action menu, which is the lightning bolt up at the top, and you are going to create an admission portal account for this person. This is going to be based on their email address. It doesn't mean it has to be their email address, right? And Eric, you and um Praep or whoever your technician was, you looked at you um username conventions uh when you set up your core. So whatever your username convention is, if it's like firstname.ast name or first initial.last, whatever it is, it's fine. But it's based on them having an email value in the system. So somebody who does not have an email value cannot get a user account. Okay, does that make sense?
>> Okay, so now if we just go back that that's why I went to the other tab so I could just show you creating the account did exactly that. created an a user account and it happens to be the email address. And now step two, we go back to the action menu and we send a welcome email. And so Carol, at some point, go check your CC uh email and make sure that you received a welcome. And then I think last time we were together I think I might have saved you a query of emails.
>> Lie. That's a lie. I didn't do it. I did not do it. I'm going to do it right now though. I'm going to make amends. All right. On the admission homepage all the way in the lower right hand side, we have these admission email templates. And you guys can customize these until your heart's content, but I'm going to just make a little adjustment to this query and just give you the ones that you need for admission.
>> I did that.
>> Is that you?
>> I did that. Yeah.
>> Oh, look at you.
>> What are you What What are we proud of? Did you put the logo in there?
>> Yeah, Eric did.
>> Nice. Nice, nice, nice. Okay, here is a saved query. I'm going to save it to your admission candidate changes shared workspace and I'm going to say homework. Adjust text in these admission email templates as desired. And so the one that you just received, Carol, was this one, the welcome parent of applicant email. And so if we open up that email template, here's how it's formatted. Uh in Axiom, that's what you're that's what you're looking at when you open it up. You have all these additional merge fields that you can use. And in my opinion, this is just my opinion. The way that the engineers put this in by default seems upside down to me. So they first give you the link and then they say, "Here's your username." And then they say, "But first you have to create a password." I say, "Here's your username. Please create a password and then here's the link." But that's just me.
>> We literally just did that with our um uniform guide.
>> It was the links came up and it was like, "But the directions are here."
>> The directions are just blank.
>> I know. I know. These are just small things that bother me because I used to work in sales and it's like you just need to help people because we can't compel them to read.
>> Yeah.
>> So, um, make sure that if you want to keep a phone number in here that it's actually one that will ring in your office.
Okay, Groovy. So, now just to um be able to find those things again. Whoops. I completely just went all the way out of your database. That's funny. Um, just so that you can find that homework assignment. Um, just to remind you guys, pretty much every single homepage that you will land on has a tab up here for a shared workspace and you can click on that shared workspace and you can see saved queries and then just run them and do your thing. There's also these four panels or windows in the upper right. Those are workspaces. And if you click on that, you're going to see that you guys have a shared workspace for every single module that you have in Axiom. And so you can go directly that way as well. Okay, cool. Whoops. Wait, one more. I want to save one more query for you. And that is going to be again from the admission homepage all the way the lower right. I'm going to go get these admission text templates. And we're going to adjust these as well. The main ones here to focus on is your account lookup email, the um uh accepted, denied, and weightpulled um decision letters. Yeah. So, those are the those are the main ones, but you can look at all these whenever you're ready to do that. And I will save this query again to the shared candidate changes. And I will say homework again.
>> You're very good with this, Melissa.
>> You really are.
>> Yeah.
>> Thank you.
>> No, thank you.
>> You're welcome. And thank you, too. I I did let Chaz know as well.
>> Thank you. He mentioned it. I appreciate that.
>> Really really appreciate it. Okie dokie.
So, um, did you uh Well, it doesn't matter. You can create a password for using that email if you'd like and then you can log in um any you know directly. But let me just show you um
>> well I didn't because I clicked the button admissions portal before reading the directions.
>> Imagine I was like wait do what?
>> Case in point, right? It's so crazy to me but anyway that's just how it is. We're going to have to live with it.
Okay. Now, when you guys are building this out and you guys are testing and then, you know, you're just living your lives and people are calling you up and they're going, "Well, I can't do this or that or I don't see how I'm supposed to click this or that." You can impersonate admission families so that you can see what they're seeing and you can help them. There's a couple ways to impersonate. So, I'm going to show you two ways right now.
>> Yeah. No, I got in and I got click here to view instructional application checklist.
>> So, you're in there. So, you're you are currently acting as mom test family. So, I'm going to also act as her on my shared screen, but there you go. You you did it and you got in. So, I'm going to go to mom's person record again and this time I'm going to go down to her portal membership uh tab. All of your adults in your database have a portal membership tab. So all your staff and faculty, all your parents, all your alum, everybody that's an adult has a portal membership tab. And here's mom's portal membership. So far, the only portal she's a member of is the admission portal. If her kid or kids get accepted and they choose to enroll, then she will automatically be a member of the new family billing portal, which you might set up in the future. So she can go start paying her bills before school starts. And then once school starts, she will be a member of the parent portal, right? Because her role is changing as her relationship with your school evolves. Okay, make sense?
>> All right. So I'm going to click on this impersonation link. And here we are. If you look in the upper right corner, MT, that's mom test family. This is her session. And if she clicks on this link, there's her kid and we're ready to rock and roll with her um portal experience. That's impersonation number one. That's straightforward, super easy. I want to show you another way that you can impersonate. Back to mom's uh record. I'm going to go to her related people and I'm going to go to kid one. Kid, all the kids have a portals tab. not portal membership but portals. So I'm going to click on kids portals tab and then right here in the middle I have this admission portal block uh here with a couple of links and one of them is the parent login to the portal. So I can go ahead and click that and I'm right back where I just was impersonating mom test family inside of the portal. Okay. So a couple of different ways that you can uh take a look at this. As you saw, all this um default stuff in the portal, it's all just suggestions, right? It all says optional and it kind of describes, you know, the admission portal is designed to give you blah blah blah blah blah. Right? Eventually, we're going to customize this whole thing so that the portal has your school's look and feel. But for now, we're just going to go ahead and click so that we can see kid one. So, here's mom and she gets here and she goes, "Oh my gosh, I completely forgot about my second child." That's that always happens. I'm the youngest. I know that moms forget about us all the time. So, she's going to come here and she's going to go, "Oh my gosh, I need to add another kid." So, she's going to click this green button and she's going to add a new candidate. And guess who this one's going to be?
>> Okay, so this
>> laughing because we know someone that's done that recently. It's true. I mean, we have so much on our minds, moms. Okay, we're going to come we're going to talk about this um school element uh probably several times, but by default, this is all set up. So, I'm just going to go ahead and insert it to its current school.
>> Are these under organizations as well?
>> Yep, exactly. Um, you just hit the nail on the head. If the Ah, country is going to bite us. I knew it. Okay. Okay. Um, let's go. Let's back up here for a sec. I went too fast and I shouldn't have. The element for school begins with a feeder school um component that you can decide to populate with feeder schools, right? If you have, you know, 10 or 20 or whatever most common schools that your kids come to you from, you can populate that list.
>> You could also make up schools to make it look really grand. King Charles school. Um, you can um not you can there is my school is not listed is permanently a part of this um feeder school element. And what happens is exactly what Eric just said. If they choose to say my school is not listed, the form itself toggles to an organization record. And so this person is now entering an organization record into your database. So the advantage and disadvantage, right? If you list out schools, then you don't have to worry about how they spell it or how they use capitalization or, you know, it they're already an organization and they're not creating a duplicate. Some schools say, "Listen, we don't want the names of any other schools on our website on in our process. We don't want to advertise other schools. it just philosophically, however you want to handle it. That being said, this element um is going to take that info and it's going to populate the checklist in the current school checklist item. And so if you don't need the school at the stage of inquiry, we absolutely can get it during the checklist. So that's really your decision point. Do you need it while they're a prospect, while they've just inquired, or can you wait until they move over to the checklist?
>> You don't have to answer it now. We can wait. The people who ask are people at the school. Like it's it's people like during the admissions meetings. It's it's all it's always only internal or it's for like just data for our knowledge.
>> Okay. So it's not like um you give a a certain discount if they come from these three schools or something like that.
>> Not yet. No.
>> Okay.
>> No. But it is also very helpful to know because certain out islands follow UK nomenclature for their grades,
>> right?
>> And you know, parents are like, "My child's already in grade nine. Why are they going back into grade nine?" And I'm like, "I know your school calls it grade nine, but it's actually year nine."
>> Yeah. Yeah. Yeah. Yeah. Okay. All right. Well,
>> if so, if someone um enters a school name and they spell it wrong, can we go back and adjust it?
>> Yeah, you're you're always going to be living with data integrity forever more now. And so what will happen is if they end up inserting um the name of a school and let's say that you decide you you want to keep this element and you want all these fields, right? You want the address, you want the city, the the zip, right? and whatever um data. If the system in the overnight scripts is absolutely positive that it's a duplicate, the system will automatically do the merge for you.
>> But if there's not enough data to be certain, then the system will flag it as a potential dupe and then you guys can merge it on your own.
>> All right. I like that. I think we should keep that.
>> I like it, too.
>> Yeah.
>> Do we need um address two and three? And I noticed before you had adjusted state to like state slash something slash something else.
>> Island.
>> I did state, province, and island. We get a lot of Canadians as well. So,
>> and um country is a yes or a no.
>> Yeah.
>> Okay.
>> Cool. All right. So, let me show you. So what we're looking at right here on screen then is the school element within the new admission candidate or new registrant form type. Okay. So this is now a different form than the inquiry was.
>> Go ahead. Yep. Go ahead.
>> No, no, but that's the next step for them toward as they get deeper into the system. They have to complete that.
>> Exactly. Yep. they're gonna um and I'll show you the the difference between the two. Right. So um back to admission candidate changes registration season types admission portal. Okay. And now we're going to come down about halfway on this left-handed panel and we're going to go under the candidate changes category and click forms.
>> Okay.
>> And there are three forms here. One is the new registrant, right? That's the person. So, it's a new candidate being inserted into your admission process. The new registration, the noun, right? This is an a new application. Let's say we'll put air quotes around application. This would be in addition to the checklist that we're working through now, we want to also work our way through another checklist. So, here's a use case. Somebody wants to come into one of your early years upcom like in this next year they want their kid to be in you know pre whatever like early years but two things are happening. One is they're not exactly sure of their own plans and two is they're not sure that you're going to have a seat in that year at that grade for that kid. So you might say to them, okay, listen, keep going with the year and the grade that you're working on now, but it would be a good idea for you to also work through the next grade in the next year and then whatever shakes out with an open seat will slot you in because your checklist might have different items for two different grades or two different years or whatever, right? So, it's like keep what you're doing, but do
>> either or. And then at the end of the year, do they if they're not accepted, do they automatically get rolled to the next progressive year?
>> Not automatically, but you can move them and you can do that in batch, right? So, if you get to the end of that year and you still have a slew of kids in a weight pool, you can say, "Show me all my weight pools." And then batch update their year applying for to the following year.
>> Okay, good.
>> Yep. Okay. So new registration is a set of checklist items in addition to what we're already doing. Which means what? This application change is a set of checklist items instead of what we're doing right now. Okay. So let's say that same situation happens where they're not quite sure of their plans. They're not quite sure that you know the grade of the kid or what have you. and you guys are are talking it through and you're saying, "Listen, your kid is not ready this year for that grade. They are going to have to wait a year and come next year." The family could go to the change request and ask you to just change the year. And when you approve that request, it will automatically move not only their year, but all the checklist items that they've already done or that they're in in the process of doing or whatever. It's going to grab all that thing and move it all to the next year. Okay. So, um, new registrant is another person. New registration is a new checklist and application change is a different checklist. Okay.
>> Okay.
>> Okay. That was long but productive, I feel. Okay. I'm going to go into this new admission candidate form into the candidate section and down to the school element. Where are you? School element. Here you are. Okay. And so what you're seeing here, all these different elements are what we're seeing here. Uh if we toggle to my school is not listed, right? My school is not listed and there's all those things,
>> right?
>> So, we go back here. The feeder school element is the first one. And if we open that, you will see that that is driven by a feeder school collection.
>> Just to remind us all where collections live. Uh if we go back to our homepage and then admission portal, collections are all the way down at the bottom. and feeder school is one of them. And you can add whatever if you decide that you want to use this element, you can add um the list of schools that you wish. And um one way that you can do it, there's some documentation on batch adding, but one off is fine. You can open up this magnifying glass and you can run a query of schools which we don't have any in your system yet but once you do you can you know start populating that list. All right. So that's how you would get feeder schools on there. Let me just grab Veraracross just so we have a value just so I can show you. We'll update that. And of course you can use your sort key to um put them in any order that you want. If you leave the sort key the same, then they will default to alphabetical. But my school is not listed is always going to be at the bottom no matter if you um put it uh
>> yeah there is no there is no sort key for it. So it's always going to be at the bottom.
>> Okay. So that's our feeder school collection. So that is now populated. I'm going to use my little next arrow and go to the next part of this which is the school's name. Right. So if they say my school is not listed now they can enter their school's name. Um, the school type do you guys collect that data? That is things like this charter school, home school, independent school.
>> Yeah.
>> Just private or government, right?
>> Independent, international. Yeah. Government. So it's a data point that you want but the values are not what you need. Is that what you're saying?
>> Correct.
>> Yes.
>> Okay. So let's leave the element visible and required or optional. Do you think required?
>> Probably.
>> Sure. Yeah.
>> Okay. And then what I would ask you guys to do is send me in the case put the list of what values you would like here. This is not a collection and this is not a system homepage field that we can affect. We need engineers for this one. So if you just send me what you want to appear here, I can get that taken care of for you.
>> Okay.
>> Or leave.
>> Address one, two, and three. Do we want to leave all three?
>> No, I think two is fine.
>> Yeah. One and
>> one.
>> Uh one required, two optional, three hidden. Yes,
>> the trifecta. Okay. City. And then this is called what? State slash
>> you do province.
>> I think I actually did island, state, province.
>> Oo, island first. I like it. Island, state, province, and required. uh zip and then country. And remember everywhere that country is it's a collection and sometimes it's really buried. So that one will always bite us. Everybody gets bitten by that.
>> No, I mean if you just do postal slashcountry code.
>> Yeah.
>> Then it makes more sense.
>> Postal slash
>> country slashcount code
>> and then it's not we don't have to require it, do we?
>> Yeah. Can we not require one yet?
>> And then country and then I think
>> anymore that's
>> okay. All right. And then um Oh, how about the phone and the website of the school? Do you need to collect that?
>> It would be helpful.
>> Okay.
>> Yeah.
>> And then how about the language that they're taught in? I like optional.
>> We do ask what their um native languages.
>> Yep. So, we have a checklist item for languages, meaning like you know what's what language is spoken at home and what other languages do you speak and how proficient are you? That's it. That's its own whole separate checklist item. This is specifically just the language of instruction at their current or prior school. Okay.
So, now that we've set that up, we can come back and we can refresh this form and let's take a look at how that shakes out then. Right? So, if I select an existing school from your feeder school list, then nothing there's no toggle, right? Because you already have that organization record. So all it asks is when did I start or end there. So if I started there in you know 2024 let's just say and I'm currently attending then I'm done and I can you know put my language or whatever I can carry on. If though I'm I'm not I the reason I'm seeking to come to your school is cuz I left my other school and I'm like floating around. I could uncheck the currently attending and then insert an end date. And then what will happen is um this this um organization my relationship to that organization is not going to be current school. It's going to be prior school. And
>> so when you pull um you know like you say show me everybody that's ever attended or is attending Veraracross LLC school, you're going to um be able to see all the members of that organization and whether it's a current school relationship or a prior school relationship. And we have individual checklist items for each one of those. So if they answer the question here uh and they leave currently attending checked then this data will already be populated in the checklist when they get there under current school. If they populate an end date then this data will already be populated but it will be populated in the prior school checklist item. Right? So it's all tied together. And so it's not that you can't see or gather the data. It's really just where do you need like when do you need it in the process? And so as we go and and when we when we move over to actually seeing it on the checklist and after you've thought about it a little bit, you might end up saying we actually don't need it on the um inquiry or the new admission candidate. we can wait till the checklist, but we want it to be one of the first, you know, two or three checklist items that they complete so that we can start talking about it, you know, internally and we can use that data point like in all the ways that you just described um that you use it. Okay, does that make sense?
>> Yes.
>> Okay, great. Cool. All right. So, let's go um look at uh I'm going to come back to this new admission candidate here in just a second, but I want to show you um because Carol, you made a really good point of like once they get a little deeper, they're going to have to complete this information. And you're exactly right. So, on your inquiry form, the the um data points that you collect about the candidate, it's like short, right? We we we condensed it down so that it's a nice easy quick inquiry. They don't have to get too deep. They just express their interest. Now that they're here in the admission portal, if they click update, this is the person record for the kid that they already told us about even though it's the same exact form. Okay, so this this is where the concept gets a little um little bit more difficult. But this new registrant, remember I said the registrant is the person So this represents the person record for kid one. But data that they've already given to us is already here. So they don't need to give it to us again. But if we want them to now like now we require that they put their middle name or we require their preferred name now that they've they're past the inquiry point, right? Um, we didn't ask maybe we didn't ask for their date of birth but now we need it. Or we didn't ask race or ethnicity or what have you, but now we need it. Right? This is their chance to put more demographic data about the kid. And so this what you're looking at is the update status of this exact same form, this new registrant form in its update status. So let me just illustrate. Stick with me for a sec. I'm going to go back to the candidate section and I'm going to open up the name element and I want to show you the first name and the last name are required fields if you're
inserting, but let's change them to read only if you're updating. Okay. And let me refresh. Okay. Going back to candidates. I am updating. Right. I'm physically clicking the word update. And so now my first and last name cannot be edited, but I could still add, you know, the middle name or whatever. So at what point in in this, and not to jump too far ahead in our like medical information, or or do they, they, they have the inquiry, and then it's the registration, and then, you know, are they, are they continually having to go back to the same form, the same portal to add more and more information as we get deeper in the enrollment process?
Um, sort of, which is not the answer that you wanted to hear, but kind of. So, your, um, the steps that you've laid out as initial inquiry steps, each one of these things that you've described is going to be its own checklist item, right? So, for example, where you say you need two teacher recommendations, we're going to have two checklist items, right? One for, you know, the English teacher, one for the math teacher, or whatever. And maybe it's only applicable for certain grades, right? The little, little kids don't need recommendations, but the big kids do, or whatever, right? So they're going to go from the inquiry to the admission portal, where each child will have their own set of checklist items. And then if they get accepted, right, if your admission decision is to accept them, then we will, we can include a button in the admission portal that will move them over to their contract, where they can go through these next steps, where they can give you, you know, allergy info, they can put their insurance data, all part of their household profile update. They can tell you who's an emergency, all that stuff with the like LS information, um, allergies, accommodations, that's all in the initial inquiry in the registration form for us. So, we need to make each of those things be a checklist item.
Okay. Yep. Absolutely. Cool. Yeah. Good. Good. Okay. Um, so we'll just, we'll wrap up here. Um, and we didn't get deep into the checklist today, unfortunately, but that's cool. I'm fine with it because I do think that these conversations are also important. That school element is a big one. That's that's a toughy to kind of get your head around. And also, the differences between the insert status and the update status. I think it's really important to illustrate those. So, this is totally productive in my opinion.
Okay. So what we just did was we set the, um, first and last name to read only in its update status, right? But in its insert status, these are required fields. So, where is the insert status? The insert status is if they're adding a new person. So here's add a new application. Here is the add a new candidate. Same exact form, but you see how I can add it. Now, that's my second. Let me show you the other. If I come back here to this green button, did you notice that kid one who already exists has the option to add a new application? That's the new registration form that we talked about. So, if in addition to what I'm working on now, I want to also do another set of checklist items, right? I'm, I'm applying for day, but I also want to apply for boarding, or whatever, right? We can, um, and we can turn on or off any of these that you don't want, like you probably don't want why are you interested in Veraracross. Yeah. And we don't want the student group there either. Exactly. So we'll, we'll go turn those off.
And then, um, the change request, which was that third form, that little guy. And unfortunately, this is hardcoded. Um, we can't move it. We can't make it bigger. We can't change it. We can't do anything with it. But if we click request a change, this is the family's ask of you. Okay? Nothing here is automatic. But if we want to allow them to ask to apply for a different year, they can ask. If we want to allow them to ask for a different grade or resident status or student group, we can turn those on. And if we want them to be able to ask either to not request FA or to request FA, we can turn that on as well. All right. So, just to, um, again, for the purpose of the recording, just review what I just said. Admission candidate changes, admission portal, the candidate changes forms. There are three of them. The person, an application in addition, and an application instead. So those three forms represented by the, um, candidate update or add a new, and then a new candidate or adding a new registration here, new registration, or third, requesting a change.
Okay. And so homework today is now that you understand that there's both an insert status and an update status. That's not true on the inquiry, right? Because they click the inquiry, they fill it out, they click submit, and it goes away. They don't have a chance to get back and update their inquiry. But once they're in the portal, every form that lives inside of the portal, they can get back to. So every single form from now on, from portal on, has both an insert and an update status, and they're both important to how the form behaves. So here's the homework assignment for this one. The new registrant, make your candidate section insert status match the inquiry. Okay, insert status should match the candidate section of your inquiry. That's because new people coming from the outside are filling out the inquiry. New people being entered in the portal are coming through this form, but they're both going to be prospects. So, you pull a a query of show me my prospects and all the data about prospects. You want them to match no matter which way they came. Yeah. But then the update status is everything else you need about this person because now that they're here and now that they exist, they can tell you everything else that you need to know about them. Okay.
Now, the same thing is true with the parents and the households. So, let me go back to your portal and click on this one, the parents and addresses. Right. So, mom test is here because she included herself on the inquiry, but she said, "No, don't add a second parent." Now, she's here and she's she'd like to share the load. So, she does want to add a second parent. So, she's going to come here and she's going to add another parent. And so, those forms, go ahead, ask what you were going to ask. Um, so we're at mom parent and she wants to add, right? Um, and there were three buttons that were different colors, but they all said the same thing. Is that a problem? How did you know which one to to check? What What kind of a question is that? I It was just It went by really quick, Melissa, because you're rolling right now. But it's so true. And that is a whole entire topic, um, that we will talk about, but since you're asking it right now, I think it's appropriate. Okay. Thank you. Yeah, that that that helps me quite a bit. I love my engineers. I do. I love them. But this is tough, man. Like, could you just default the language so we know what we're doing, you know? Yeah. I mean, we could add red, green, or blue. They could think it was house colors. Oh, yeah. Yeah, just like that. Oh, perfect. Thank you. And we going to be able to do that with every single one of these buttons. Update, update, add, like add, add, add the big gray void. What is this? It's an household, right? So, we're going to put some instructions. If there's another household where the candidate resides, please enter it here, you know, blah, blah, blah. Right? So, we're going to go through all of that, but you're exactly right to ask that question. So if mom test is updating her own person record, she's using the parent information form in its update capacity. Gotcha. If she is adding a parent, she's using the exact same form in its insert capacity. Got you.
Okay. So these forms, and this would be your home also homework, and just get as much of it done as you can. I'm not, you know, like like this must be done. Don't worry about it. You have time. But parents and addresses forms here, they all are. And so just as an example, we'll do the parent info since we were just looking at that one in the parent section in the name element, required first and last, and then read only first and last. Yeah. Right. And so on and so on down the line. Okay, I've kept you over. I apologize. Um, I will adjust our, um, agenda document to lay out the homework that I've just assigned to you, and I'll put links to each of those forms that I want you to work through. But the main thing is going to be, um, you know, look at those forms and and work through insert status and update status and making sure that all of your collections are in there. And then what I'm going to do as homework is I'm going to take that, um, checklist worksheet that you gave me where you laid out like initial inquiry is this, enrollment is this, and I'm going to start creating checklist items for you. And when we meet next time, we'll take our test kit and we'll go over to the portal and take a look at what that looks like for the family and how they make their way through that process.
Like it. Cool. Um, hey, have a good holiday weekend. I don't know if it's a holiday for you, but it is for us. What holiday is it? It's Memorial Day, isn't it? It's Memorial Day. Yep. Not for us here. Nope. Well, I'll say cheers. All right. Take care. I dear mother.