---
title: Admission Tab
slug: admission-tab
createdAt: 2025-04-17T13:02:26.107Z
---

The **Admission** tab is where you can view and manage all required admission items for a Prospect. These items are based on your institution’s configured admission template, and anything set up in that template will automatically appear here for each new Prospect. From this tab, you can track what’s been completed, upload documents, schedule meetings, and more—ensuring every step of the admissions process is clearly documented.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/nyujdZtY9DuSbjOf_e7UE_image.png)

You can also add custom items on a case-by-case basis, mark items as required or optional, and take quick actions like completing, editing, reordering, or deleting individual items. Whether you're working with standard requirements or unique situations, this tab helps you stay organized and keep things moving forward.

## Admission Records

The **Admission Records** section shows all admissions linked to the Prospect, including the template name, creation date, program and start details (if assigned), status, progress, and whether it’s the active record.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/26peyH15cqclgSD_3ig2c_image.png)

If more than one admission record is present, you can toggle which one is active by clicking the checkmark icon. Only one admission record can be **active** at a time, and the **details shown** in the lower sections—such as Admission Details, Required Documents, and Admission Items—will reflect the currently active record.

To the right of each admission record, you’ll see three icons:

- The **checkmark** sets the record as active.
- The **minus sign** sets the record as inactive (without deleting it).
- The **X icon** deletes the record entirely.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/EKc8QVVTeUrPpX7b3V_n-_image.png)

### Manually Adding an Admission Record

Before adding a new admission record, make sure your **Admission Templates** are configured under [Institution Config / Prospects / Admissions](docId\:k75Tz4XD99ym2OSEGQFUK). While a default template is available, you can create custom ones based on your school’s programs, intakes, or other requirements.

To add a new admission record, go to the **Admissions** tab on the **Prospect** profile and click the green **New Admission Record** button. A pop-up will appear where you can select the appropriate **Admission Template** from the dropdown menu.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/9cH3wc31W4ag4utM-SkMS_image.png)

ou’ll also see an option to mark the record as **Currently Active**. If checked, this record will become the active one, and its details will appear in the lower sections of the page—including **Admission Details**, **Required Documents**, and **Admission Items**.

Click **Add Admission Record** to finish. The new record will be added to the list under the Admissions tab.

## Admission Details

The **Admission Details **section displays key information for whichever **admission record is currently active**. All data shown here—such as expected program, enrollment dates, and revenue—corresponds specifically to the active record.

If any required **Admission Core Documents** or **Admission Items** are still incomplete, a warning will appear at the top of this section. These requirements are configured in the admission template and help ensure all necessary steps—such as signing contracts or submitting documents—are fulfilled.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/1JvwMIfeLyRnyCvpnWnsC_image.png)

Any updates made to the expected program, session, intake, enrollment, start/end dates, or revenue fields here will also appear under the **Other** subsection of the **Profile** tab in the Prospect’s profile.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/RhVto0JUCE9f83DnlCxkG_image.png)

## Admission Core Documents

The **Admission Core Documents** section lists all three default documents for the currently active admission record: **Application**, **Letter of Offer**, and **Contract**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/jrcdSKU9ZCFKo47oihYzw_image.png)

These documents will always appear in this section, regardless of whether they’re marked as required. When configuring your admission template, you can decide which ones are mandatory by appropriately setting their **Required** status.

### Assigning Forms and Contracts to a Prospect

To assign a form or contract, click the **wrench icon** beside the document type you want to assign. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/pQU9-w2RNABT4iv-IR61q_image.png)

This opens a modal window where you can either link an existing document or generate a new one.

If the Prospect has already completed the form in **Prospect / Forms**, you can use the **Selected Application **option to link it.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/vHpBmytQVcOmwwEFY-Fws_image.png)

Otherwise, check the **New Application** box (or Letter of Offer or Contract, depending on what you're assigning), and choose from a list of your configured forms or contracts. These are set up in [Home / Forms](docId\:XsjLma37REdEXchhOKFkj) and [Home / Contracts](docId\:ZZLNSc4vYXrTUUaGtRumc) .

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/s4eNhI3qW1_xiOVOWre5w_image.png)

If you’d like to email the document link to the Prospect immediately, check the **Email Link** box before clicking **Save**.

Once linked, the **Status** column will update (e.g., Pending, Completed), and a set of quick action icons will appear to the right. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/cpT-O1PRg3caNcDSdDtSH_image.png)

Once linked, the **Status** column will update (e.g., Pending, Completed), and a set of quick action icons will appear to the right. From left to right, these icons let you send the form via email, view the shareable link, open and view the form itself, or copy the form fields to the Prospect Profile.

When the Student completes and submits a form or contract, the status will automatically update to **Completed**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/1uh1jZJH1isaOBGJR9PeG_image.png)

## Admission Items

Whatever Admission Items are included in your admissions template will automatically show up here. These are separate from the Admission Core Documents and cover anything else your institution may choose to request or require during the admissions process—such as documents to upload, forms to complete, or meetings to attend.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/8nY4wYTE04LjxB1z4jUCg_image.png)

### Competing an Admission Item

To mark an Admission Item as complete, click the checkmark icon on the right side of the item. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/UY62ToSst65mwAPB0QV_N_image.png)

This will open the **Complete Admission Item** modal, where you'll be prompted to fill in the necessary details based on the item’s type. For example, if the item is a document, you’ll be required to upload a file. If it’s a meeting, you’ll be prompted to schedule the date, time, and participants.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/ZsEX289G83lIg77M3bTk2_image.png)

Each modal includes a 'Completed' checkbox. This is useful if you want to save progress before everything is finalized—you can return later to finish and officially mark it as complete. 

Once you've saved the item as completed, it will turn **green** in the list, with a **checkmark icon** beside the title. If a file or link was included (like a document upload), it will appear in the **Details / Link** column so you can easily click to view it again later.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/43kTPO5jCt-QoJJGmqfSX_image.png)

### Adding a New Admission Item (Individual Prospect)

Sometimes you may need to add a custom requirement that only applies to a specific Prospect. For example, a one-off form or an extra meeting not included in the standard template. In these cases, you can manually add an admission item from the Prospect’s Admission tab.

To add an admission item for a specific Prospect, click **New Item**. A modal will appear where you can select the **Type **of item—such as a form, document upload, meeting, email, or SMS—and enter the **Title **and any **Instructions** needed.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/2jKKMpRQ1X1BbaN5s_h0S_image.png)

You can also choose whether the item must be completed before the admission process can move forward by selecting **Completion Required**.

Once saved, the item will appear in the Prospect’s Admission Items list and can be completed from there.

### Updating Admission Items from the Template

If you've recently updated your **Admission Record Template** by adding new items, you can use the **More Actions** menu and select **Add All Item Templates**. This option will pull in any newly added admission items from your template and apply them to the current Prospect's record—without affecting any items already listed or completed.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/BROdXmdaxEhbdDDEQAJ2b_image.png)

This is a quick way to keep individual Prospect records aligned with your most current admission requirements.

### Quick Action Icons

To the right of each Admission Item, you’ll see a row of icons that let you take quick actions:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/HovxN0DDV3c8Nl5fOMYjT_image.png)



- **Complete (✓)** – Click to complete the item. A modal will appear based on the item’s type (e.g., upload a document, schedule a meeting, send an email, etc.).
- **Reorder (↑↓)** – Use the up and down arrows to change the order the admission items appear in.
- **Edit (pencil icon)** – Click to update the item’s title, instructions, or whether it's marked as required. A modal like the one shown here will appear, allowing you to make changes.
- **Delete (X)** – Click to remove the admission item from this Prospect’s profile. This does not remove it from the admission template or from other Prospects.

These actions make it easy to keep each Prospect’s Admission Items up to date, especially when custom requirements come up.