Student Intake Process

Comprehensive student enrollment workflow from initial inquiry through assessment, trial week, parent interview, to final enrollment

Objective

Efficiently manage student admissions while ensuring proper evaluation and successful integration into the school community

Participants (3 roles)

admissionsOfficer: Admissions Officer
academicDirector: Academic Director
schoolAdministrator: School Administrator

Input

Prospective student inquiry and family information

Output

Enrolled student with completed registration and first-day preparation

Process Flow

100%
flowchart LR
    node0["Receive Inquiry"]
    node1["Prepare for School Visit"]
    node2["Assessment"]
    node3["Trial Week"]
    node4["Interview with Parents"]
    node5["Prepare Acceptance Letter"]
    node6["Collect Enrollment Fee"]
    node7["Prepare for First Day"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5
    node5 --> node6
    node6 --> node7

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

65%

enrollmentRate

2-3 weeks

processTime

90%

familySatisfaction

88%

studentRetention

Stages Overview

100%
PROPERTIES
STAGE 1
Receive Inquiry
STAGE 2
Prepare for School Visit
STAGE 3
Assessment
STAGE 4
Trial Week
STAGE 5
Interview with Parents
STAGE 6
Prepare Acceptance Letter
STAGE 7
Collect Enrollment Fee
STAGE 8
Prepare for First Day
Stage Owners
Admissions Officer
School Administrator
Academic Director
Academic Director
Admissions Officer
Admissions Officer
School Administrator
School Administrator
Stage Workers
-
Admissions Officer
School Administrator
School Administrator
Academic Director
-
Admissions Officer
Academic Director
Duration
1 day
1 day
2 days
5 days
1 day
1 day
3 days
2 days
Output Fields
• Student Name*
• Grade Level*
• Visit Schedule*
• Materials Prepared*
• Visit Notes
• Assessment Results*
• Academic Level*
• Recommendation*
• Trial Class*
• Teacher Feedback*
• Trial Outcome*
• Interview Date*
• Parent Feedback*
• Decision*
• Acceptance Letter*
• Enrollment Fee*
• Payment Status*
• Receipt Number
• Start Date*
• Class Assignment*
To-dos
• Log inquiry details and family information
• Schedule school visit and initial meeting
• Prepare information materials and forms
• Arrange tour guide and facilities access
• Conduct academic assessment tests
• Evaluate results and readiness
• Assign student to appropriate trial class
• Monitor progress and adaptation
• Conduct formal parent interview
• Discuss expectations and financial requirements
• Draft acceptance letter and enrollment package
• Prepare enrollment forms and requirements
• Process enrollment fee payment
• Issue official receipt and confirmation
• Prepare uniform and class materials
• Finalize class schedule and welcome arrangements

Automation Rules

Automation 1: Stage Completion Notification

If Assessment is completed, Then send notification to Academic Director with message: "Student assessment complete - ready for trial week assignment"

Automation 2: Field Value Alert

If Payment Status equals, Then send notification to School Administrator with message: "Enrollment fee received - begin first day preparations"

Workflow Summary

Total Stages

8

Total To-dos

16

Output Fields

20

Automations

2