Transcription
All right. Okay. So, um Eric's not joining us today. He's off into the wonderful world of accounting. Uh may he enjoy his time there. Uh better him than me. Uh and um you had some questions in the case about some uh workflow related questions and pulling reports and and so on.
Yeah. And so our topic today is about your um admission decisions anyway. So I think it might be a good segue uh for us to talk about that. Would that be okay?
Yeah, totally fine.
Okay, great. So if we um start with Axiom and we go to the system homepage. You can see my screen, right, Carol?
I can't. Yeah.
Great. Um system homepage and in the middle column there is a whole block of uh queries under the admission header. And one of which is application statuses. So if we open up that query, um it's important to to start sort of wrapping your head around the fact that we don't have an application in Axiom in the way that you think about it in your current uh real world, which is that you ask your families to fill out the application or complete the application. Right? We've already started creating your checklist uh all the components in the admission portal that your applying families will work through and that checklist represents what you think of as the application. But in Axiom there is an application record type and it serves a specific function and so the application statuses is referring to the status of the application record type. So it has nothing to do with how the family is progressing through their checklist. Okay.
So, and that that can get a little bit um mucky. So, just kind of that's why I start by explaining that what we're talking about is the status of the application record type. And so, we have different categories that that application record can flow through depending on what your workflow is. And then within the categories, there are specific um statuses that can be associated with text templates. And so let's just take a look at these um together here for just a minute.
I'm going to move uh scooch that over just a little ways. Okay. So we give you by default we give you a text template for a decision of accepted or an application record status of accepted. All right. And what we want to do is make that text template available online meaning in the admission portal. Okay. So that the words on that text template should become visible in the admission portal if somebody's application record is sitting in that status. And so that's what that flag does. And then the same thing for anyone that gets weight listed or declined. Okay. So we want to make those templates available online.
And then the next column is >> and templates available online for admissions use >> for the family to see.
Yeah. Exactly.
>> As as the families progress through the process, >> um it is specifically going to be their decision, the decision that you make of whether to accept or wait pool or decline. >> And this is saying that the decision text template which equates to your decision letter uh is able to be visible online at in the portal. And I'll show you.
Okay. So let's associate these three default templates with their correct status of the application record. So we have an accept, we have a wait list, and we have a deny. All right. And we're just going to update those records. So if you have a um candidate who moves from prospect to applicant as they complete their checklist items, the moment they become an applicant, this application record type gets generated and you can um put a status onto that application record type. So if we have a candidate who gets accepted by you, you make that decision. This says that the the text template for the status of accepted is visible in the portal online for that family to see. Right?
That's what we >> And you're going to show me that when we get over there, right?
Show you it right now actually. So, we have a test candidate, right? We have kid one >> who is currently a prospect, right? Which means when this family goes to their admission portal and they click on the link to start working their way through the checklist and they come here, the checklist items that you want them to be able to see while they are a prospect, those are going to be visible here. And it's possible to set checklist items that are not visible while they're a prospect that only become visible after they do something that turns them into an applicant.
So, let's look at your um registration season. I should have had that open. Let's get that registration season open. Okay. So, what we're looking at here, let me just move this down by one zoom level. Okay. What we're looking at here are these flags right here. So, anything that's marked applies to prospect means it's visible when the candidates's role is prospect, right? So, they can see all of these items because they're marked applies to prospect, which currently is everything, right? So, we might um we might make this adjustment. Let's let's make this adjustment real quick. so that you can see exactly um we can make it do what we want it to do. All right. So, uh year one through postgrad, what is our test kit? Year seven. Perfect. Okay. So, our test kit is going to be a good tester for this um example. Okay. So, we're going to say the way this is configured right now and we can change all of this, right? But we're going to say that when the family arrives at the admission portal and they begin working through their checklist, >> they can see all of these checklist items, photo, demographic, citizenship, yada yada, blah blah blah. They can see the school tour, they could see the taster day, um so on and so on. Um current and prior school, so on. What they cannot see is the teacher references and the personal references. Okay, they cannot see those because they're not labeled applies to prospect, right? And the kid is clearly still a prospect. Do you see that?
Correct.
Let's get this set to reflect exactly that. So, I'm going to make refresh candidate checklists so that that those flags that I just adjusted, uh, I'm refreshing that master list. And then um this is something that you may not need to do very often, but I'll just show it to you anyways. Um, if an individual candidates checklist needs to be refreshed for some reason, like you made changes after the fact or you're waving certain things or you know, you just you just want to refresh and get back to the beginning uh for a particular candidate. Every admission candidate has an admission history record at the bottom uh left side here. and you can go to the detail of that admission history record and then there's a little procedure on the lightning bolt to refresh their checklist items. So it's basically taking them to the master that you've just created instead of pushing the master out. It's taking them and bringing them to the master. So it's just a push and a pull. And you you probably won't need to do that very often. The reason I'm doing it right now is because testers get wonky as we go through the testing process. And so I just want to >> bring everybody into alignment. That's why I did that.
Okay.
Probably not something that you're going to need to do. Okay. So, um, references should not be visible to this candidate, right? So, let's go back to the impersonation and let's take a look. Okay. We have our candidate profile set of checklist items. We have our visits set of checklist items and we have our academic history, current, prior school and transcript. But we do not have references, right? Would you agree that you do not see references right here?
Okay.
I agree.
Cool. So now we're going to say okay we have set in our um master checklist three triggers to generate this application record and they are the candidate demographic, the candidate citizenship and the languages that the candidate speaks. Those three things and let's just make sure that there's nothing else that I'm missing. Okay, those three actions according to this config is going to make the move from prospect to applicant and then all the other checklist items will become visible. So let's make that happen. Go here to our impersonation session and one of the things we said was candidate demographic. So, here in this category, we're going to go to the candidate demographic checklist item, and we're going to um fill out whatever is missing, right? Whatever else we've asked for. Here we go. Um, a start date at this school, whenever it was. Um, and that's it. That's all we need to update there. Okay. So, we've done that. That checklist item is now complete. The candidate citizenship is another one that has that flag that says um uh required for application and we can't actually submit this form right now because we don't have the country collection in here. So that's something to just make a note and double back to some previous homework where we wanted to go through all the forms and make sure that all of our forms have collections on them. Um, so in your admission portal um configuration record that form that we're looking at is under the checklist category system forms. It is the candidate citizenship that we're looking at right there. So let's open that up and let's get to the element for citizenship and let's get that country collection populated right there. Boom. Boop. Okay. So, we did that. So, we should be able to now refresh this and be able to select. Yep. Okay. So, I'm going to select um Bahamas and set that as my primary. And um I'm going to skip passport for now. Those are not required. But if you want those required, we should go set them as required. But I'm going to add the citizenship. All right. So now that checklist item is completed, but I could carry on adding citizenships, right? It it could be that I have more than one. And then I think the other one was the languages. So let's go to this one and let's see. Yep, we need our collection there, too. So, let's go back to our system forms under checklist and go to the languages one to the language element where we need a collection right there and set that. Okay. And now we should be able to refresh this form. Oh, pending school review. Interesting. Do you want to be required to review their the languages that they speak or do you want it to just go right into the database?
No, it can just go into the database. That's fine.
Yeah. Let's not be giving ourselves more full-time jobs.
No.
Um, submission strategy immediate. immediate. I wish I could see what this says. It's too narrow. When I hover over it, what does it say? How come I can't see the rest of this?
I don't know. All I get is that semicolon.
I know. There's Oh, there we go.
Oh, there. Yeah.
No, we don't want to do that. We want to just do immediate, don't we?
But wasn't that what it was?
I thought so.
I thought so, too.
What's the other one? Review for new records. Immediate update. Immediate. New records. Review. Update. We don't want that. We want immediate everywhere around.
Yeah. Which maybe it just needed to be double updated.
Okay. We'll double We'll triple update it. How about that?
For good measure. Isn't that what they say? Thrice for good measure. All right. Um, well, in any event, that because that was because this is pending review. Let's go look at where you can find your pending reviews, right? So, admission candidate changes.
Um, not only pending, but it errored actually. So, let's go see why it errored. Uh, on your admission candidate changes homepage, you have a bucket of errored submissions. So, let's see what this says. These are fun because you can't uh hardly ever diagnose what it actually is. Um, cannot insert a duplicate row with a unique index. the person FK you're applying for and the duplicate key value. Very Oh, well, of course. I mean, clearly.
Yeah. I mean, that's very clear to me.
How silly of me to not realize that. Okay. Um, the admission candidate record does have a languages tab, which is where that data is going to go.
And so, let's go look and see what happened over here. No results, right? So nothing was inserted uh as part of that record. If we go to the um web form itself, the candidate languages web form, all of your web forms, so system forms, school forms, recommendation forms, inquiry forms, right? All of your web forms have a submissions uh report on the on them. And so let's go look at the all submissions and just see what we have. Yeah, it's only just that errored um thing. So, I don't know why, but let's say do not process. And then we can go right to that particular
What is do not process mean?
I'm just going to delete it.
Oh.
Is I don't know what the I I couldn't understand that error message. So, I'm just going to get rid of it.
Yeah. Now that we have adjusted or we think we adjusted the submission strategy there on the
We should be able to submit it.
I think so.
Let's go see. All right. So we have an incomplete and nothing here in languages, right? So, let's go add a language. English. Nothing else is required. Add language. Pending. What the heck? Still pending.
So weird. Okay. Well, let's go back to our form and back to all submissions. Um, and let's process it. I don't know if it will. Nope, it won't. Okay. And, uh, datab Okay. Uh, yeah, I don't I don't believe you. Database process. Yeah. Okay, fine. I will take that on as homework to figure out what it is that's erroring on that form. But in the meantime, let's pretend that the family did that thing.
Sure. Yeah, they did.
Yeah. And also you, this is uh a good thing for you to know that every admission candidate has their own checklist tab and this represents their checklist for that year applying for. And so if you had a um a required checklist item that was required for everybody, but for some reason this kid it's not required, you want to wave it, you can come to this tab and uncheck that it's required or you know make a note or or whatever you need to do. Okay. So I'm going to come in here and say that the languages spoken checklist item is complete.
It's not required. Yeah. Or done. Yeah.
It's done. Right. Exactly. So you see how the candidate is currently a prospect. Yeah.
And you see how admission decision right up here at the top is NA.
Yeah.
It's because admission decision lives on the application record and prospects don't have application records. Application records get generated on that move from prospect to applicant and according to these flags. Okay. So,
These three checklist items, we're about to say that those are done. And watch what happens to the title of the kid and decision.
I know. No, it does not.
Right? I know. It's so crazy. Hold on one moment, please.
It's okay.
Let's just get rid of that guy, too, since we're in the business of deleting stuff today. Let's just do it.
Go away.
Delete. Good to know how. Yep. Yeah. And I love the visual. It like shrinks and then like flies away. I love that. All right, let's do that again. Dismiss that and update that. Come on. Now, let's just give like a hard refresh here. This is why testing is so pivotal because um you want to really make sure that your that your families have a smooth experience. So, we want to just do all these things to make sure. What the heck? Okay. Something is going on with your languages form. I will figure that out. So, to keep us moving here, let's just take that out of the equation for for right now.
Um, that's that's not going to be one of our triggers.
Okay.
Yeah. Who needs >> language right now?
Starting now.
The whole new world, Melissa.
The whole new world. Don't you wish you had a magic carpet some days?
I wish I had a photographic memory. If we were give wish, that would be that would be mine.
Totally agree. I completely agree.
Right. Like what an awesome superpower.
Okay, let's do this guy again. Let's go back here. All right, we're back to to where we were before, right?
Okay.
I'm gonna go back to the kid.
Back to their checklist tab. And so according to our registration season config, right now it is candidate citizenship that needs to be submitted and the candidate demographic that needs to be submitted. Okay. In order not just that those are the only checklist items, but those are going to be our triggers for this. These are the ones that move them from prospect into.
Yeah.
Exactly. Got to be Oh, I just wonder something here. Sometimes these weird um errors are caused by not us but a um let me just say I want to save a query here for you that sometimes it is sometimes the answer. It is not always the answer, but when you're getting these weird things like, "What in the heck,
Right?
It could be this." Yep. Yep. Yep. Yep. Okay, great. Okay.
Is it that recommend? Is it
It is. Yep.
Yeah. Right there.
So, the this um query with this nice short name of current registration season checklist items by library item. This is just a good visual for exactly what you just did, right? When you see a duplicate row, you're like, "Wait, is that what's wrong?" Yes. So, I'm going to save this query for you so that you have it. When you're getting weird whackadoo errors like that, just check it because that might be the issue.
So, let me save that. And in fact, that is the issue. So, what we're going to do is open up um the uh library item. I'm going to go this one in a new tab and this one in a new tab.
So, is it because it's a library item, it has the same number. Does that need to be updated?
It had we have to have a one:one ratio. Have to. So, that's recommendation number one um that we're using there. So, this other one needs to be Oh, wait. That's number two. So, let's change that to number two. And then let's make sure that the other one is number one. Yep, it is. Okay, that should fix us. So, let's go back and run this query again. Personal reference is using the same one. Interesting. New tab. New tab. Personal reference. Personal personal personal personal personal. All right, we need to get it in our library first. So, let's leave that open. And then this guy is fine, right? Two, two, and two. Okay, so let's go over here. Sorry, I'm not narrating at the moment. I'm just trying to figure.
It's okay. You're troubleshooting.
Yep. reference personal. That'll at least get us what we need.
Give it a unique name. Is that it?
What's that?
You're giving it a unique name.
Yep. In the library.
Okay.
So that we can come back to the um particular item >> and give it its own library item so that we're maintaining one to one personal reference. Personal reference. Now that should fix us. So let's go back to our query and run that again. Okayum.
Okay. One item per line.
Looking good.
So that was probably >> unless you got when you create >> No. So when I created um a duplicate because what we're getting right now is parents whose children clearly have attended school but they're sending personal references when we should be getting teachers. So it was kind of vague in the wording on our current form.
Yeah. Um, and so it was to create a specific personal that we can associate with little Windsor and then teacher one and two that need to be associated with the upper school grades. So any grade I guess above >> kindergarten >> above kinder. So the so the um personal one would be little Windsor to reception.
Yes. Okay. And then the teacher one and two are one and >> postgrad. Now some little ones are to reception may have a teacher reference and I'm not sure how to do we create a new teacher reference like preschool reference for for that.
It it depends on what you want the outcome to be. Currently, if you're applying to year 1 through postgrad, you're going to have two checklist items. One representing reference uh one and one representing reference two. If you're applying from to reception, you're only going to have one checklist item for personal. If you want them to have two, then we need to create.
Yeah. So, we should create another one if >> Let's do it >> if that teacher reference. Yeah. Because sometimes they don't have teachers when they're that little and sometimes they do and we want to give them the option.
Yeah.
Well, let's go ref personal to >> so I'm so creative, aren't I?
Yes.
And when they see it though, it won't say ref personal too. I can change it to where it says >> change the description. Exactly. Right. Yeah. So, let's go back to our categories to the references and let's get that second one in there. And so this will be um again this will be little Windsor to reception.
Yes.
So two for the little guys and two for the big guys.
Yes.
Perfect. All right. So now what we want to do is refresh our checklists and we're going to go back to our candidate and just get all these completed things out of here again. And >> the language should be fine since you super sleuth that out, right?
Uh I'm hoping that's what I'm going to go reset right now. I'm hoping. So, let's go back and reset language. Oops. You know what? I should have done that first. Okay, here we'll do that again. Refresh candidate checklists and then refresh our kid checklist. All right. Now, let's go back to the impersonation and see what we see. Okay, this seems legit. So, we're going to say um candidate demographic is done, right? And if you try to um submit and something that's required is not filled out, this the form will tell you that there's something required that you didn't fill out. All right, so there's the demographic. Now, we're going to do citizenship.
Okay. And now we're going to do language or try.
Mhm. Does it still say pending? No. Woohoo.
Wa.
Woohoo. All right. And so now that we did those three things, look what pops in.
The references.
Yep. Fabulous. We go back to our candidate.
And he's got a year after applicant. Perfect.
He's got applicant. And if we go back to this portals tab, which I just well, you could see it down here too under admission decision, it's now pending review where it was NA before,
Right?
If we go to the um portals tab, um it was NA here before, too, but now it's pending review.
Good.
Okay, full circle. That was quite the little detour, but I think that was valuable and and a good, you know, demonstration to show you. And that's that query is saved in your shared workspace. So, circling back now to the beginning of our conversation.
One second.
Sorry.
That's okay. Go ahead. You tell me when you're ready. It's not what I meant to >> air conditioning broke at my house.
Oh my gosh. Are you kidding me? In the middle of this heat wave.
Yeah. And my child Yeah. And I arranged it for after one when my child was going to be there, but um the fellow was like, "I'm on my way." And I'm like, "No, no, you can't be on your way." Meanwhile, when you're waiting around for them and they are not showing up, it's like, come on. Okay. All right. So, okay. So, what we what just happened then by the completion of those checklist items that were marked required for application,
Right?
It made the move from prospect to applicant and it generated the application record. Okay, that that's what happened. And now if you look at this list of admission decisions that's available here, this list that you see is exactly the application statuses that we started our call with earlier today. All right.
So that's what you're doing when you're making an admission decision is you're inserting an application status. Okay. So, like I said before, we have categories for those statuses and then we have the actual status or the the description of the status. And so, I want to show you that on your admission homepage, not the candidate changes one, just the regular admission homepage,
You have this block over here on the right hand side, which are your applications by status category. Okay.
This uh list here has automation tied to those application statuses. You don't have to use this, but it's a nice little dashboard for you. So that any of your application records, again, this has nothing to do with the checklist. This is your application records. So people who own the role of applicant >> will be in these piles. people who own the role of prospect haven't made it in here yet because application. Okay. So, and then just to go backwards and it probably was in homework making what part of those checklists mandatory before they can move into prospect away from prospect and into.
Um, the these are all things that I can update in the admissions candidate changes area.
Registration season. Yeah, in your registration season. Exactly right. Exactly right. Hi, Eric. Welcome back from the world of accounting. Are you happy to be out there?
I don't know why he's smiling. I mean, I I Was it that fun?
Oh, I love it. I love it.
Yikes. Okay. So,
No, I'm happy to be here with you guys. How about that? That's not smiling.
So good. So good.
Flattery will get you everywhere. Okay. Yeah.
So, to your point though, Carol, yes, you should be setting these um >> all of these filters across the way, but this is a really good um demonstration or or illustration of of how it should be configured.
So, you're saying those three things, that's what triggers the move, right? Prospect to applicant. And so what you must do is make those three things required from the family's viewpoint, which is what this first flag is, right? Because if they have an option, if they're like, "Oh, well that's optional. I'm going to skip it."
They'll never become an applicant because they don't know that they need to do that thing, right?
Okay. The other thing that must be true is that that item applies to prospect >> because again if they can't see it when they are a prospect, they can't do it and they can never become an applicant. So in they're in this hellish circle of never being able to move forward. So let's not put them there. Let's make sure that it's uh that it's happening for them the way that you want it to. All right. And so and then setting your filters, right? Is it required? Should it be visible now or later? What's the trigger? Uh from grade to grade, right? You're going to set all of those um filters. And the other um uh filter that's going to be important is any sort of Did we I thought we might have demonstrated one, but maybe we didn't. Um
So, for example, like on the passport, we would change that because they might not have them as a little Windsor yet, right? So, we could change which is what you're talking about like from >> if we did if we did from grade none would that mean it didn't apply to anyone what what would a none be
Yeah, if you did from none to none then the checklist item won't show up anywhere because the system know which checklist to put it on.
So rather than confuse our poor little system in that fashion um what I would have you do instead is just use the widget to do not display Um, and then it and then the system knows that it shouldn't show it, right? Instead of a particular grade, then it just won't show up at all.
Exactly. So, if you're going to if you want to say the passport checklist item should appear in every checklist from year 1 to postgrad, then that's what's going to happen. Anyone applying into a grade below year one will not see that.
Okay.
Okay. Um, which what year should we put here? Is year one accurate or reception?
Uh, I would even go pre-reception.
Okay, cool, cool, cool. All right. And then remember that you want to as you're doing that and uh as you're completing that homework task, which is set all your filters, all your flags, make sure that that's what you want. Make sure you come back to the lightning bolt and do refresh candidate checklists. And that takes your changes and it makes it be the new master. Okay.
Okay.
Okay. So, um, getting back and I I I I'm sorry for when you if you end up watching this recording and we keep going back and forth, I apologize, but it's all good because we're illustrating important points. So,
Repetition makes it a memory.
It makes it I know. I know. Okay. So, on your admission homepage, right, you have this block of applications by status category. And those categories match the application statuses that we saw on your system homepage, right? The categories. Okay. So, what we've said so far is that we want our accepted, our weight listed, and our denied text templates to be visible in the admission portal. That's what those flags are. And so now I want to just show you how um your application record can flow through these categories. Okay.
So let's go to the um I'm going to go to the portals tab because I just think it's a little bit easier to show kind of all of this in one place because our um prospect became an applicant and the application record was generated. It went from NA, which is how it sits before it lives, when it first uh is born, it moves to pending review. You can use not ready for review if you want to. You don't have to, but you have that status available for you. Like, let's say you get 20 people have come through their checklist and they've made that trigger happen. So 20 people the next day have application records and you're like, "Okay, I'm going to look at these 10." You could move 10 candidates to pending or in process or something so that you yourself know which ones you're looking at and just let the other ones sit there. So it's your internal move. It's not required. You don't have to pay attention to it until you get to the decision. But you can do this. So let me um set this. I'm going to say, okay, today I'm going to look at this packet from this kid. So, I'm going to set this to improcess. Again, I'm I'm repeating, but this has nothing to do with how the family is progressing through their checklist. Okay? This does not mean the family is in the process of applying. This means this application record is in the process of being reviewed and and moving its way through the statuses. Okay, that's what that means. So, I'm going to update that. And then we're going to come back to the admission um uh homepage. And you see how we were just here in this bucket pending review a second ago. I'm going to refresh us.
And now we're in this bucket of inrocess. And the reason why we're in the in process complete versus in process incomplete is because right now we don't have any of our checklist items marked required for review here in this third column. But this third column is for you to say I must have this in hand before I can make an admission decision. Right? I I have to have this thing and and maybe that thing are these same three things. Maybe,
Yeah, they'll probably be more. Yeah, it'll be those and more.
The teacher reference, right? All that stuff.
Yeah.
And so if you set anything here, it doesn't matter if there's one thing, none, no things, anything, right? If you set something here, then if you move the um candidate to the status of in process and they have completed those checklist items that you said are required for review, then they're going to be here. If they still have some of those checklist items to do that you've marked required for review, then they're going to be incomplete. But they're both in process because you set the status of in process. So this is just a further automation where the system can tell you okay you have everything in hand that you said that you needed in hand uh so that you can go forward and make a decision. Okay. So that's us sitting there in in process complete. So now we're going to we review everything. Um, we send it off to the committee, you know, we do whatever the thing is that we're going to do and we say that's great. this kid is accepted. All right, I'm just going to do accepted. You have an interim move if you want to where you can say they're acceptable, but we're not our decision yet or what have you. Right? So, I'm going to say, okay, this kiddo is accepted. Now, watch what happens to our enrollment decision, which is sitting here at NA. Okay. The insertion of an admission decision of accepted generates an enrollment record. Okay. An applicant who's not accepted never gets an enrollment record because they're not accepted. So, they don't need to enroll. Does that make sense?
Yes.
Perfect. Okay.
Is that Melissa? Is that the only field? What are the only decision that will give a decision?
Any any flavor of accepted. So if you end up uh using the accepted with condition uh text template or the accepted from weight list text template uh any accepted uh or weight listed decision will generate that record.
Okay.
Great question. Okay. So, inevitably, um, schools will say, "Okay, but if I put the admission decision of accepted onto this record, then does the family know, like, do they get notified that I've just made an admission decision?" No, they do not. You have to publish that decision in the admission portal for them to know anything about it.
Okay.
That's cool. So if we come back to our um session our mom test session and we just come back to our kids our kid right so far kid just has a checklist even though we just accepted kid right but see here is a checklist so let's go and publish that decision and now we're going to come back and refresh voila you have a decision so you can um think about how you communicate to your families that decisions are ready and they can co come to their portal and see their decision. All right? And schools have all different methods for that. Some schools still physically print out letters and send them snail mail. Some schools want to send an email that has the letter and send them to their portal. And some schools just want them to go to the portal because they want to get out of the email business. So, it's totally your call on how you want to manage that. But our portal is designed so that the decision can be right here and then the family can come, oh my gosh, we have a decision. What is it? And voila, congratulations. You've been accepted. Oh my gosh, that's fabulous. Right? And you're going to control all these words, the merge fields, links if you want them, videos if you want them, screenshots if you want them, whatever it is that goes into your admission decision letter. Uh the family will see and then we can here's option number one. We can give the family a um a response action right here in the admission portal. you know,
Great, we want to come to your school, or boo h, we don't want to come to your school. Okay, we can do that. A lot of schools will say, my families are not in a position to be informed about accepting or declining because they haven't seen our contract yet. They don't know how much it costs. They don't know if they receive financial aid, uh, etc. Right? So, you don't have to do this if this doesn't make sense for your school. Another option that we can do is that you can set um you can set the family's enrollment decision on their behalf directly to considering offer. I get this wrong about 50% of the time. So, let's just do this one step at a time. You can set their um response on their behalf to considering offer and then And then Yep, that's the 50% that I get it wrong. Usually I just go to documentation and review how to do it. Here we go. Consider allow considering offer. We're going to say is true. Okay. One more chance, Melissa. Oh, I don't think that's I don't think that's true, though. I I'm going to try this, but I don't actually think that that's true. I think I might have to go back to the beginning here for you. Maybe I need to unpublish it and then republish it. I don't know. Okay. So, let me talk you through the options and then I'll figure it out and I will do a little video for you and put it in the case so that we're not wasting time today. Um, so option one, you saw it's hard hard yes no, right? We accept your offer or boo, we decline your offer. Option two, you could have a button here that says view the offer or consider the offer or learn more about the offer. Right? You you can change the label on the button, but there can be a singular button here where they're not saying a hard yes or no, but they're like in essence they're acknowledging that they saw the decision. And that's all it is is just like, okay, yep, got it. And then we can put a button at the top to move them directly over to enrollment so that they can start looking at their contract, um, selecting their payment plan, agreeing to your policies, and all that other stuff. Okay. Um, so more on that uh after I get this working. Do you do you have a feeling though with those three options, Carol, of how you'd prefer to see it? Do you want hard yes, no? Consider it.
Yeah, I think I think if it if it's um enrollment like that's the next step, right? That's where they like you said review the contract. Is that where they would also the medical forms and all the other checklists that are required for entry?
Yeah, exactly. Exactly. And so um let me go down here. Um everything that takes place after acceptance then becomes visible as part of the enrollment module. So let me just fasttrack you guys to here. Um let me just make sure that mom has access. Yep, she does. Um um not eligible. Okay. Um how can I quickly quickly show you this without getting enroll embroiled into a whole bunch of things here? Um
Find new enrollment uh test. Yeah. Okay. All right. I'm not going to be able to quickly show that to you today because there's other procedures. So this is, you know, a good illustration of the fact that the admission module and the enrollment module are separate in Axiom. Even though for you it's like mish, you know, mush mashed together, >> in Axiom, they're separate. And because we haven't implemented enrollment yet, that's why I'm not just able to like go over there because there's some building blocks that need to be in place first. But that being said, the decision point for you on the admission side is, is there a really big gap in timing between when you publish the um admission decision letter and when you're ready with your contract for that upcoming year because if there's a gap there, you might just want to get their acknowledgement so that they kind of say, "Yeah, I'm I'm probably going to take this space, you know, occupy that seat." And when you're ready and you send all the contracts out in January or February or whatever, then that's when they give you the hard yes or no.
So, it really kind of just depends on your timing.
Yeah.
Okay.
Okay. Well, I don't know enough about it yet to understand the workflow of it.
Yeah. Yeah. Yeah. Yeah. Okay. So, let me I'm gonna um noodle around with this a little bit. I I have seen this come up a couple times and it might be a bug. I don't I don't think it's a bug. I think it's just me being incompetent. But I will um noodle around with that a little bit and then I'll ping you with a little video in the case >> um so that I can show that to you. But in the meantime, your homework still stands, right? So homework number one is on your registration season, get your filters set for all of your different checklist items. And then in addition to your filters, and let me just get rid of these um things here so I can update this. In addition to your filters, you can start working on your help text as well. And what I mean by that is if you open up the individual registration season checklist item, you have a little description box on every single checklist item. So like this is the candidate photo one. You could say, um, upload a clear image of the can.
Yeah. So, we use like a passport style photo. Yeah.
Oh, yeah. You could say that. Yeah, for sure. Um, and then you were asking before even though like our library items have weird things like personal ref 2, teacher ref one, right? The family sees this title in their portal. So, you can make this say upload a photo, right? You could say whatever you want on these. So get your get started on your help text. Then um if you save that, remember you have a shortcut here. You can use your arrow and go to the next one and type in your blurb. Go to the next one. Type in your blurb. Right? So that when your families are doing are making their way through their checklist,
They see the help text and they know exactly what you want them to do with each thing.
Perfect.
Okay. And then homework number two. Look at me. I have three fingers. Homework number two. Yeah, I hope today goes better.
Um, if you go to your admission candidate changes homepage and go to your shared workspace, um, you have your email templates which are like your welcome email, your did you forget your password email, like all those that we looked at, but you also have your text templates. And if we run this query, this includes your accepted, denied, and weight listed, uh, templates. And so, um, one I think one of the questions that you asked or a version a variation of your question was like, well, we have different, you know, there's different circumstances, right, of how we, so if the template together with merge fields like and look at all the merge fields that you have. If that doesn't cut it and you need another template that has language, we can copy this and then just change it to something else. Like for example, I'll just make one for you. And if you never use it, it's fine. I'm going to copy this record and I'm going to make this be accepted conditional. Right? And now you have a new text template that you can use together with the application status of let's just go back to the application statuses that if you needed to you could use that together with the accepted with condition admission decision right so we can make that one be available in the portal and we can associate that template which should be here somewhere now but of course I can't see these lists because I'm too narrow. So, let's do a refresh and let's make this bigger so we can see what we're doing. There it is. Accepted with condition.
Okay.
And you can carry on doing that. This query though that you're looking at is static. So if you need something more in your accepted or even something more in your denied, we have I have to request from engineering more rows on this query within the so that we can insert them that they only give us these. So if we need more, we have to uh request it.
Got it.
Okay.
Okay. Registration season checklist filters help text uh text templates, email templates, and then the portal itself, which you guys have already you've already got a good start on this. I'd say just get her done and just finish this up and make this look really cool the way that you want it to look. And if you have if you get stuck, if you're like, how do we do that again? uh in your um agenda doc and also attached to the case is this guide for portals and it will tell you everything you need to know.
Okay, great.
Anything else I can do for you all today?
Don't think so. Eric, >> when does enrollment begin? I guess the implementation of that.
Um, let me see if I can is that you or is that somebody else?
I don't know. Let me see if I can see it for you. Let me see. We do not have the fall enrollments queued up yet. So I don't see it yet.
Okay.
Pretty soon though. I mean it today's July. Hey, happy July. Um, usually that first group of um enrollment implementations begins in October. So, you would start to see some communication about that probably right after Labor Day.
Okay, cool, cool.
All right. Well, thanks so very much and um have a great Tuesday.
Awesome.
Thanks. You too.
Thanks, Ma.