Admission Module

Admission Management helps institutions automate and centralize the admission process, reduce manual work, and maintain accurate admission data for academic and statutory purposes.

Table of Contents

1. Overview
2. Application Management
3. 2.1 Application Statistics
4. 2.2 Application List
5. 2.3 Application Entry
6. Admission Verification
7. 3.1 Admission Verification List
8. Reports & Analytics
9. 4.1 Admission Graphical Report
10. Lead Management
11. 5.1 Student Leads
12. Data Import
13. 6.1 Application Import

1. Overview

The Admission Module in Easylib ERP is designed to manage the complete student admission lifecycle—from lead generation and application entry to verification and reporting. It helps institutions streamline admission processes, maintain accurate applicant data, and gain insights into admission trends through dashboards and reports.

This module supports:

1. Online and offline applications
2. Admission verification workflows
3. Applicant tracking and reporting
4. Bulk application imports

2. Application Management

2.1 Application Statistics

The Application List Statistics screen provides a clear, grade-wise summary of student admission applications for a selected Institution and Academic Year. It helps admission teams quickly understand the overall status of applications and verification of progress.

Users first select the Institution Name and Academic Year, then click List to view the data. The Clear button resets the selection.

The statistics are displayed in a table with the following sections:

1. Grade
2. Shows the class or grade for which applications have been submitted.
3. Application Submitted Status
4. Draft: Applications saved but not yet submitted by applicants.
5. Submitted: Applications that are completed and submitted for verification.
6. Application Verified Status
7. Accepted: Applications approved after verification.
8. Waiting: Applications kept on hold due to pending documents or review.
9. Rejected: Applications not approved after verification.
10. Total Verified
11. Verified: Total number of applications that have completed the verification process.

This screen enables admission administrators and management to track admission progress, identify pending actions, and review acceptance trends across grades in a simple and effective manner.

2.2 Application List

The Applications List screen displays a detailed, searchable list of all student admission applications submitted to the institution. It allows admission teams to review, filter, export, and verify applications efficiently.

Filter & Search Options

On the left panel, users can filter applications using multiple criteria:

1. Application No Range – Search applications within a specific number range
2. Institute Name – Filter by institution
3. Academic Year – Select the admission year
4. Grade – View applications for a specific class/grade
5. Gender / Caste – Filter based on demographic details
6. Percentage Range – Filter by academic performance
7. Submitted Date – Filter by application submission date
8. Submitted Status – Draft or Submitted
9. Verification Status – Accepted, Waiting, Rejected, or Pending

These filters help narrow down results quickly for review and decision-making.

Application List Details

The main table shows the following information for each application:

1. Application No – Unique application reference number
2. First Name / Last Name – Applicant’s name
3. Mobile No / Email ID – Contact details
4. Grade – Grade applied for
5. Course – Selected course or stream
6. Submitted Date – Date of application submission
7. Submitted Status – Indicates whether the application is in Draft or Submitted state
8. Verified Status – Shows verification outcome
9. Verify – Action link to review and verify the application

Actions & Utilities

1. Verify – Opens the application for document review and verification
2. Export – Downloads the application list for offline analysis or reporting
3. Show/Hide Columns – Customize visible columns based on user preference
4. Pagination – Navigate through multiple pages of applications

2.3 Application Entry

The Application Entry screen is the starting point for students to create and manage their admission applications in Easylib. It supports both new applicants and existing applicants who want to continue or submit their applications.

Login for Existing Applications

1. Application No – Enter the application number generated during initial registration.
2. Password – Enter the password created at the time of application.
3. Submit – Logs the applicant into their existing application to:
4. Complete pending sections
5. Edit details (if allowed)
6. Submit the application
7. Track application status

This ensures applicants can securely return to their application at any time.

New Application Registration

1. Click here for new application – Redirects users to the new application registration form.
2. New applicants can:
3. Register by providing basic details
4. Create login credentials
5. Receive a unique Application Number for future access

3. Admission Verification

3.1 Admission Verification List

The Admission Verification List screen provides a consolidated view of all application verification activities carried out by the admission team. It helps institutions track, audit, and manage the verification status of submitted applications in a transparent and systematic manner.

Purpose

1. To monitor the verification outcome of each admission application
2. To ensure accountability and traceability in the verification process
3. To support administrative review and compliance requirements

Key Columns Explained

1. Admission No – Unique admission/application number assigned to the applicant.
2. Verify Status – Current verification result:
3. Accepted – Application verified and approved
4. Rejected – Application verification failed
5. (Blank/Null) – Verification not yet completed
6. Verifier Name – Name of the staff member who performed the verification.
7. Verified Date – Date on which the verification was completed.
8. Remarks – Additional comments or notes entered by the verifier (e.g., “Accepted”, “OK”, “Met in person”).
9. User ID – Login ID of the verifier for system-level tracking.
10. IP Address – IP address from which the verification action was performed, ensuring audit compliance.

Functional Features

1. Search – Quickly locate verification records using keywords.
2. Pagination – Navigate through multiple pages of verification records.
3. Status Visibility – Instantly identify accepted, rejected, or pending applications.

4. Reports & Analytics

4.1 Admission Graphical Report

The Admission Graphical Report provides visual insights into admission data using charts and graphs.

Common Visualizations Include:

1. Applications received over time
2. Course-wise application distribution
3. Status-based comparisons

These reports support management reviews and admission planning.

5. Lead Management

5.1 Student Leads

The Student Leads screen captures prospective students who have shown interest but not yet applied.

Lead Sources May Include:

1. Website inquiries
2. Events and campaigns
3. Walk-ins or referrals

Leads can be followed up and converted into applications directly, improving admission conversion rates.

6. Data Import

6.1 Application Import

The Application Import feature allows bulk uploading of applications using a predefined Excel template.

Steps to Import Applications:

1. Download the import template
2. Enter applicant details as per the format
3. Remove column headers if required
4. Upload the file and validate data
5. Confirm import

Benefits:

1. Saves time during peak admission periods
2. Reduces manual data entry
3. Ensures data consistency