Add Applicants to School Visits

Use the Admissions module to add applicants to School Visits. Use this to record applicant visits to your school, such as 'Open Days'. Once visits are logged in an applicant's record, you can then create a Visit Report from the Marketing tab.

Choose to either:

• Select applicants and add them to a new School Visit.
  or
• Select applicants and add them to an previous School Visit.

Add Applicants to a New School Visit

Use the Add to NEW Event option in the pink drop down list to create a School Visit record and add applicants to the visit. Use this to schedule future applicant visits to your school, such as 'Open Days'. You can then generate and print Visit Reports.

To add applicants to a new School Visit, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Use your preferred search method to find the applicant records that you want to work with. See Searching for Applicant and Parent Records for more information on searching for applicant records. The Applicant Records List is displayed:
3. Use the checkboxes next to each Applicant's Name to select the applicant records that you want to edit. Check the box in the header bar to select all the records displayed.
4. In the pink drop down list select Add to NEW Event.
   The first step of the admissions visit wizard is displayed:
   

5. Complete the fields available in the Visit Details section:

   Section	Explanation
   Visit Details	Enter a clear and concise Name for the visit (this is displayed throughout the module). Select a visit Category from the drop down list. See Manage Admission Visit Categories if you need to add a new category. Use the Notes field to add detailed notes, such as the reason for the visit.
   Visit Date/Time Range	Use the Visit Date/Time Range section to enter a date and time for the visit.
   Portal Settings	The Portal Settings fields are not currently in use.
   Visit Defaults	Mark All Attended. Any applicants that are linked to the visit are automatically marked as attending the visit. Attendance is displayed in applicant records. This check box is a useful time saving tool and ensures that attendees are included in visit statistics. Requires Feedback. This function is not currently in use.

6. Click Next Step.
   The next step of the wizard is displayed:
   
   Applicant contacts are only listed here if:

   • The link between the contact and the visit has been removed at some point.
   • The applicant has multiple contacts listed.
7. Assign contacts to the visit by checking the box next to your selected contact and clicking Save Contacts.
   You are prompted when the contact has been assigned to the visit.
8. Click Next Step.
   The next step of the wizard is displayed. The applicants assigned to the visit are listed:
9. Use Step 3 of the wizard to remove any applicants assigned to the visit:
   
   1. Click  next to your selected applicant.
      A popup window is displayed. You are prompted Are you sure you want to remove this applicant?
   2. Select Yes. Your selected applicant is removed.
10. Click Next Step. You are prompted you that you have completed the wizard. A summary of the visit is shown:
    
11. Click Finish to close the wizard window.
    The visit is logged in iSAMS and listed in the applicant records.

Add Applicants to an Existing School Visit

Use the Add to PREVIOUS Event option in the pink drop down list to add selected applicants to an existing School Visit. Use this to add attendees to visits that have already been scheduled and entered in iSAMS, such as Open Days.

Add details of school visits scheduled for future dates from the Marketing tab.

To add applicants to a School Visit, follow the steps below:

1. In the Admissions module, select the Applicant tab.
2. Use your preferred search method to find the applicant records that you want to work with. See Searching for Applicant and Parent Records for more information on searching for applicant records.
   The Applicant Records List is displayed:
3. Use the checkboxes next to each Applicant's Name to select the applicant records that you want to edit. Check the box in the header bar to select all the records displayed.
4. In the pink drop down list select Add to PREVIOUS Event.
   The admissions visit wizard is displayed:
   
5. Use the drop down list to select the Previous Visit you wish to add the selected applicants to.
6. Click Next Step.
   The next step of the wizard is displayed:
   

7. Use Step 1 of the wizard to amend the School Visit details as required. The fields available are explained below:

   Section	Explanation
   Visit Details	Enter a clear and concise Name for the visit (this is displayed throughout the module). Select a visit Category from the drop down list. See Manage Admission Visit Categories if you need to add a new category. Use the Notes field to add detailed notes, such as the reason for the visit.
   Visit Date/Time Range	Use the Visit Date/Time Range section to enter a date and time for the visit.
   Portal Settings	The Portal Settings fields are not currently in use.
   Visit Defaults	Mark All Attended. Any applicants that are linked to the visit are automatically marked as attending the visit. Attendance is displayed in applicant records. This check box is a useful time saving tool and ensures that attendees are included in visit statistics. Requires Feedback. This function is not currently in use.

8. Click Next Step.
   The next step of the wizard is displayed:
   
   Applicant contacts are only listed here if:

   • The link between the contact and the visit has been removed at some point.
   • The applicant has multiple contacts listed.
9. Assign contacts to the visit by checking the box next to your selected contact and clicking Save Contacts.
   You are prompted when the contact has been assigned to the visit.
10. Click Next Step.
    The next step of the wizard is displayed. The contacts associated with the visit are listed:
    
11. Use Step 4 of the wizard to remove any contacts associated with the visit:
    
    1. Click  next to your selected contact. You are prompted Are you sure you want to remove this contact?
    2. Select Yes. Your selected contact is removed.
12. Click Next Step.
    You are prompted you that you have completed the wizard. A summary of the visit is shown:
    
13. Click Finish to close the wizard window.
    The visit is listed in the applicant records.