Admissions (Advanced): Setup

Admissions (Advanced) is part of our AE-Connect Plus.

This guide has three sections; Step 1: Create Forms & Step 2: Create a Process, Step 3: Welcome Message

IMPORTANT: Always make sure you are in the correct school year.

EXAMPLE: If you are working on Admissions for the 2024-2025 school year - check to make sure the school year says 2024-2025.

STEP 1: Create Forms

Forms is the first step of Admissions. The school must create all the forms they need for the registration process.

Create New Forms is found in Admissions > Setup. Select the action menu to create new forms.

Types of Fields for Forms

Custom Fields:

These fields are for use in Admissions only. These fields do not import into the student records. The fields can be dropped into any form.

Student Fields:

Student Fields consist of Student Account and Student Medical. The Student Account and Student Medical have individual fields that can be added to forms. The information within the Student Account and Student Medical sections will be imported into the students' records. The school has the option to include supplementary custom fields, which will also be imported into the student record. These additional fields will be displayed under Student > Student Profile. Refer to Custom Fields.

Parent Fields:

Parent fields are added as a group. The school has the ability to remove fields that are not required by AE-Connect. All fields under Parent are importable fields into the Parent Account.

Emergency Contact

Emergency Contact fields are added as a group. The school has the ability to remove fields that are not required by AE-Connect. All fields under Emergency Contact are importable fields into the Emergency Contact Account.

Reusable Fields:

Reusable fields are elements that are present in forms that have been previously created. These forms can be incorporated into your new form. The reusable fields will automatically populate with the data that was filled in the original form. Initially, when you begin using reusable fields, they will be empty. However, after you create your first form, this section will be pre-filled with the existing forms.

Form Layout

There are several different layout options you can use for a form: Description Area, Line, Section, Page Break, and Heading. All of these elements can be incorporated into your form to customize it according to the user's preferences.

Section:

The user should begin by creating a section. Sections typically serve as containers for fields, descriptions, lines, and headings. Initially, sections remain empty until fields or layout elements are added. Each section is identified by a label for naming purposes.

Description Area:

The Description Area enables users to input or paste any descriptions or instructions.

Line:

Lines are utilized to delineate the fields in a form.

Page Break:

Page Break allows the user to insert a page break when necessary, enabling the parent element to transition to a new page in the form or when the form content is excessively lengthy.

Heading:

Heading is a title that can be added anywhere in the section to provide a more descriptive heading to sections.

Form Preview

The forms can be previewed as the user is constructing them to provide a visual representation of what the Parent will observe when completing the Admissions process in the parent portal. The Preview feature is located at the top of the form builder.

Form Settings

The form settings enable the user to enable or disable a form. The form settings also allow the user to attach an email to the form so that when a parent completes the form, an email will be sent to them. The user is required to select "Send Confirmation Email" in order to activate the email box.

Video for Creating forms

STEP 2: Process

Process is what the parent will see. The school can create 1 or many processes such as Application or Enrollment

Create New Process is found in Admissions > Setup. Select the action menu to create new forms.

Start by naming the process and adding the forms you created.
Select Files to request documents from parents. Example: if you need parents to upload Birth Ceritifate or Immunization records.
Action can be added to a process. The action is tied to the form or field above it. Actions can be assigned people responsible. Responsible people will be noticed via email when an action is ready.

Note: When editing the names you must hit save each time.

STEP 3: Welcome Message

The Welcome Message shows on the Parent Portal. It can be an explanation of Admissions Process or anything the school wants parent to know.

The Welcome Message is setup in the Admissions > Setup > Welcome Message. The school can copy and paste or type in what they want here and save.

The Welcome Message appears next to the Checklist under Enrollment Checklist in the Parent Portals.