Stages
In Institution Config / Prospects / Stages, you can customize how Prospects move through your admissions process. Set up your own Lead Stages and Stage Items to create a clear, step-by-step path. As you build these stages, ampEducator automatically creates a Decision Tree—a visual guide that helps Admissions Advisors follow the correct workflow and ensures no steps are missed.
The Lead Stages Decision Tree in ampEducator automatically builds a visual path as you add custom lead stages and stage items. This gives Admissions Advisors a clear, step-by-step process to follow for every Prospect—whether it’s moving them from 'Lead' to 'Admission' or completing specific tasks first.
With a structured, easy-to-follow workflow, your team stays aligned, bottlenecks are easier to spot, and Prospects move through the admissions journey more efficiently—helping boost conversion rates.
Custom Lead Stages in ampEducator let you build a workflow that fits your admissions process. As you create stages and stage items, the Decision Tree automatically maps out a visual path for Prospects to follow. This ensures Admissions Advisors stay on track and no steps are missed.
To begin, go to Institution Config / Prospects / Stages. This is where you’ll see the visual Decision Tree at the top and a list of all existing lead stages below.
Click the New Lead Stage button to create a new custom stage.
- In the popup (shown above), the Parent Stage is required. For your first custom stage, it will automatically be set to Lead, since no other custom stages exist yet. As you add more stages, you’ll have additional options to choose from, depending on how you want to structure your path. Each stage must have a parent to define where it connects in the Decision Tree.
- Enter a Name for the new stage. Use something clear and descriptive so your team understands the purpose of the stage.
- Pick a Color to represent the stage in the Decision Tree. This makes it easier to visually follow different paths.
- Optionally, enter a short Description to explain what this stage is used for.
- If this stage leads directly to a final outcome, such as Admission, Enrolled, Lost, or Rejected, select it as the Outcome Stage. Otherwise, leave this field blank.
- Click Add to save the stage. It will now appear in the list and in the Decision Tree above.
Continue creating additional stages as needed. Each stage can have up to two child stages, which allows you to build branching paths—like Yes/No decisions or alternate routes depending on the Prospect’s status. You can also connect child stages back to earlier stages if needed, creating loops or re-entry points in your process.
As you build, the Decision Tree updates automatically, giving you and your team a visual guide of every stage a Prospect may pass through.
If you need to make changes to a Custom Lead Stage, you can click the edit icon next to the stage name to update its name, color, description, or parent/output stages.
To delete a Custom Lead Stage, there are two important steps to follow first:
- Make sure no Prospects are currently assigned to the stage.
- Adjust any existing paths in your Decision Tree so the workflow remains connected and complete without the deleted stage.
Once those steps are done, you can safely click the delete icon to remove the stage.
Lead Stage Items are optional tasks that must be completed before a Prospect can move to the next stage. These can be used to ensure that key actions are taken, such as sending an email, uploading a document, or booking a meeting.
To add Lead Stage Items, expand the custom stage you want to add items to by clicking the expansion (+) icon next to it. Then click New Lead Stage Item.
A modal will appear where you can choose the Item Type from the following options:
- Check Box: Indicates a task or requirement has been completed.
- Contract: A digitally signed contract.
- Document: An uploaded document.
- Email: An email sent to the Prospect.
- Form: A completed form (or application).
- Letter: A generated or sent letter.
- Meeting: A booked or completed meeting.
- SMS: A sent text message (SMS).
After selecting the item type, enter an Item Title and any additional instructions. If the task is mandatory for progressing to the next stage, check the Item Required box.
Once complete, click Add to save the Lead Stage Item. Once you've added a Lead Stage Item, it will appear in the expanded view of the corresponding custom stage. From here, you can use the quick action icons on the right to edit, reorder, or delete the item at any time, giving you full control over the tasks required at each stage in your process.
You can add multiple items to a single stage, giving your team a clear checklist of actions to complete before advancing a Prospect in the Decision Tree.
If a required item is not completed, the Prospect's Stage Status will display as 'Not Completed.' This helps you easily identify which tasks are pending. Additionally, you can track the overall progress of your Prospects with percentage counts of completed stages and tasks, ensuring you stay on top of their journey through the admissions process.
In the Prospects / Stages section, you can manage the reasons Admissions Advisors select when marking a Prospect as Lost or Rejected.
To add a new reason, click New Lost Reason or New Reject Reason. In the modal that appears, enter a Code and a Reason, then click Add. These reasons will appear in the dropdown menu when a Prospect is marked as lost or rejected.
You can also edit or delete existing reasons using the pencil or X icons on the right. Keeping this list up to date helps ensure your team is selecting consistent, meaningful reasons when closing a lead.