Chapter 3: Admissions CRM & Student Directory

This chapter explains the complete student onboarding pipeline, from prospective parent inquiry logging to full admission registration, student directory search, 360° student profiles, and student status management.

1. The Admissions CRM Pipeline

Uttercode School ERP includes an integrated admissions CRM to manage prospective students through every stage of the admissions funnel:

  1. Inquiry Received  ──►  2. Campus Tour / Interaction  ──►  3. Application Submitted  ──►  4. Admission Confirmed (SIS)

Logging a New Admission Inquiry

1. Navigate to Admissions CRM → Enquiry Pipeline (index.php?page=admission_enquiry).
2. Click + New Enquiry.
3. Fill in the prospective student details:

• Student Name, Target Grade/Class, Academic Session.
• Parent / Guardian Name, Mobile Number, Email, Residential Address.
• Enquiry Source: Word of Mouth, Website, Social Media, School Banner, Referral.
• Follow-up Date & Priority: High, Medium, Low.

1. Click Save Enquiry.

Pipeline Board & Follow-up Actions

• Drag and drop inquiry cards across stages: New Lead, Contacted, Entrance Test Scheduled, Documents Verified, Offer Sent, Enrolled, or Dropped.
• Set automated SMS/Email reminders for parent follow-up meetings.

2. New Student Admission Registration

When a prospective student accepts the admission offer:

1. Navigate to Admissions CRM → New Application (index.php?page=admission_form).
2. Complete the comprehensive 4-part admission form:

Part A: Basic Student Information

• Admission Number (Reg. No.): System auto-generated or manual entry.
• Roll Number (optional during admission).
• First Name, Middle Name, Last Name.
• Gender, Date of Birth, Blood Group, Category (General/OBC/SC/ST/EWS).
• Assigned Class & Section (e.g. Grade 9 - Section A).
• Admission Date and Academic Session.

Part B: Parents & Guardian Details

• Father's Name, Occupation, Annual Income, Mobile Number, Email.
• Mother's Name, Occupation, Mobile Number, Email.
• Guardian Details (if student resides with a local guardian).
• Emergency Contact Phone Number.

Part C: Previous Academic History

• Previous School Name, Last Class Passed, TC Number, TC Date, Previous Board/Affiliation.

Part D: Document Uploads & Photo

• Student Passport Photo (JPG/PNG).
• Birth Certificate scan.
• Previous School Transfer Certificate (TC).
• Aadhaar / National ID scan.
• Medical / Vaccination records.

1. Click Submit & Register Student. The student profile is immediately created in the Student Directory and assigned a unique student ID.

3. Student Directory & 360° Profile

The Student Directory (index.php?page=customer) is the central database of all enrolled, alumni, and transferred students.

Features of the Student Directory:

• Instant Search: Search by Student Name, Admission Number, Roll Number, Father's Name, or Mobile Number.
• Multi-Filter: Filter by Academic Session, Grade/Class, Section, Gender, Blood Group, or Bus Route.
• Card & Table View Switcher: Toggle between detailed DataTables view and visual card view with student photos.
• Bulk Actions: Export to Excel/CSV, Print Student ID Cards, Generate Fee Demand Notices.

The Student 360° Profile View

Clicking on any student row opens their comprehensive profile modal:

• Academic Tab: Current Grade, Section, Roll No., Class Teacher name, Subject choices.
• Attendance Tab: Real-time attendance percentage, total present/absent days this session.
• Fee Ledger Tab: Total fee assigned, fee collected to date, outstanding balance, receipts history.
• Exam Grades Tab: Term test scores, historical report cards, grade progress chart.
• Transport & Library Tab: Assigned bus route, pickup stop, books currently borrowed.
• Documents Vault: Download verified admission documents and certificates.

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