Lead Stages, Custom Stages, and Lead Stage Items
Prospects are categorized into five primary fixed stages: Lead, Admission, Enrolled, Lost, and Rejected. These stages represent the essential statuses needed to track and report on prospective students. They are displayed on the left side of the Prospects List and can be collapsed for a more streamlined view. The percentage for each stage reflects its share of the total number of Prospects.
To add custom Lead Stages and Stage Items, go to Institution Config / Prospects / Stages. This is where you define the steps Prospects must follow and the tasks required at each stage of your admissions process.
In the Prospect List, two columns help you track progress:
- Stage shows the current stage the Prospect is in (e.g., Documents Received, Admission).
- Stage Status shows whether all required items for that stage have been completed.
If any required item is still pending, the Stage Status will display ‘Not Completed’. This makes it easy to spot where attention is needed. You can also track progress using the completion percentages shown in the left panel.
To move a Prospect through the admissions process, click the expansion (+) button next to their name on the Prospects page to open their Activity Feed. From there, click on the Items tab to check if there are any required tasks in the current stage that still need to be completed.
Once those tasks are done, you can use the Next Stage button to move the Prospect forward. You’ll also see an option to Jump To a fixed stage, such as Lead, Admission, Enrolled, Lost, or Rejected, if you need to move them directly to a specific point in the process.
There are three ways to convert a Prospect to a Student:
- From the Main Prospects List: Use the shortcut expansion to either choose the next stage or jump to enrolled.
- From the Prospect Profile: Access the Prospect’s profile and enroll them directly.
- Bulk Enrollment: Use the "More Actions" dropdown to bulk enroll multiple Prospects.
Note: Once a Prospect is converted to a Student, they cannot be reverted back to a Prospect. However, converted Students will still be visible under the Prospects tab.
When converting Prospects to Students, you can assign a custom Student Status. For example, you might assign the status "Pending" to newly enrolled Students. This makes it easy to filter by status later and bulk enroll those Students into a program or course. To configure Student Statuses, go to Institution Config / Students / Status.