Add a New Applicant

Use the Enquiry tab in the Admissions module to add new applicant records to iSAMS. This is useful if you have not imported applicant data from a previous management information system. Add applicants to iSAMS to keep records of prospective pupils and store contact information, such as home addresses. You can then run the Prospectus Wizard to send a prospectus to an applicant's contact.

Parents may also use the Admissions Portal to enquire or register for your school. Applications via this method are logged in the Portal tab and can be approved by your registrar to create Applicant records.

To add a new applicant record to iSAMS, follow the steps below:

1. In the Admissions module, select the Enquiry tab.
   The New Applicant Enquiry screen is shown:
2. Select either the:
   • Basic tab. This is useful for quickly adding applicant details.
     or
   • Advanced tab. Additional sections for Contacts, Agencies and Campaigns can be completed when this tab is selected.
3. Complete the fields in the Applicant Details section, such as the applicant's name, gender and date of birth.
   The Applicant Checker compares the applicant name with existing pupil records to check for duplicates:
   
   •  indicates that no duplicate has been found.
   •  indicates that possible duplicate records has been found. Additional information on the records detected is provided in the Applicant Checker box:
     
   1. 1. Click on a pupil name in the Applicant Checker box to display their pupil record.
      2. Click Back to Enquiry once you are satisfied that you are not entering a duplicate applicant entry.

4. Complete the rest of the sections in the form (use the quick links at the top of the screen to Jump To different sections of the form):

   Section	Specify...
   Admissions Details	School Year on Entry. Select the year group that the applicant will join. Year on Entry. Select the academic year that the applicant has applied to join. Term on Entry. Select the academic term that the applicant has applied to enter. Current School. Choose the school that the applicant is currently enrolled in. Click to select a Current School from a drop down list. This saves you time. Boarding Status. For example, select Day if the applicant is not applying for boarding at your school. Admissions Status. The current status of the application.
   Enquiry Details	Enquiry Date. For example, when the application was first made. Enquiry Method. How the enquiry was made, for example through an online form. Enquiry Reason. For example, specify how the applicant found your school.
   Prospectus Notes	Prospectus Notes. Use the text box to enter internal notes about a pupil's application. These notes are not shown to the applicant or their contacts.
   Add Contact	This section is only available when creating an applicant from the Advanced tab. Click Add Contact to add contacts to the applicant record, the Student Contacts window is displayed.
   Add Agency	Add information about agencies associated with the applicant. See Adding Agency Details for more information. This section is only available when enabled in Enquiry Configuration and whilst creating an applicant from the Advanced tab.
   Log Campaign	Log campaigns associated with the applicant. You can also edit and delete the campaigns from the applicant record, as required. See Adding a Campaign for more information. This section is only available when enabled in Enquiry Configuration and whilst creating an applicant from the Advanced tab.

   Click  next to a field to add a new option to the drop down list available. This is available for selected fields throughout the Enquiry tab.

5. You are now ready to save your applicant record.

Saving Your New Applicant Record

Once you have entered the information for your applicant, you are ready to save the record into iSAMS.

To save the record, follow the steps below:

1. In the New Applicant Enquiry screen, click Save Applicant.
   You are taken to the applicant's record. The applicant is automatically allocated a School ID Number and is listed under the Applicant tab.
   An example of an applicant record is shown below:
2. Find the applicant's School ID Number in the General option. The applicant's School ID Number is shown in brackets above the General Applicant Details section.
3. Either:
   • Add more detail to the applicant's enquiry information as required.
     or
   • Add more contacts to the applicant record.
     or
   • Link other pupils to applicant contacts.