Every applicant,every stage.
Enquiry to enrolment, nothing kept on the side.
Hundreds of families, each at a different point. SMS tracks all of them through eleven stages — tests, interviews, offers, documents, replies — dated and against a name. Say yes and the student record builds itself.
- 11
- 5
- 3
- 0
- New — reached
- Under Review — reached
- Test Scheduled — reached
- Test Completed — reached
- Interview Scheduled — not on this path
- Interviewed — not on this path
- Offered — reached
- Accepted — reached
- Rejected — not on this path
- Withdrawn — not on this path
- Enrolled — reached
This one touched 7. The other four are tracked the same.
Application received
APP-2026-4B7E1C · online form
Moved to under review
Assigned · Grade 6 · Main campus
Entrance test completed
Scored 78 / 100
Offer sent
Offer letter + challan attached
Accepted by parent
Responded from the emailed link
Enrolled
STD-9F2A44 · section resolved
Every application sits in one of eleven stages.
The stage is in the system, not in a spreadsheet.
The stage lives on the application, not in someone's side notes. Move an application and the family is told at the same time.
New
Received. Nobody has looked at it yet.
Under Review
Documents and eligibility are being checked.
Test Scheduled
The test has a date and the family has been told.
Test Completed
Marked, with a score out of a maximum.
Interview Scheduled
An interview slot is booked.
Interviewed
Ready for a decision.
Offered
A place has been offered, with the fees in writing.
Accepted
The family said yes. Nothing has been created yet.
Rejected
Turned down, by the school or by the family.
Withdrawn
The family pulled out. Kept separate from rejected.
Enrolled
The student now exists in the school.
You cannot set Enrolled by hand. It is set when you run enrolment, because that step creates real records.
Five ways an application can start.
A parent fills in the form at midnight. A walk-in is typed at the desk. A student transfers mid-year. SMS records how each one arrived, so you can see where your students come from.
However it arrives, it becomes the same record. The public form always creates an application at the first stage. It cannot skip ahead.
Online application
The public form. No login needed. If the parent is signed in, it links to their account.
Staff direct / walk-in
Typed at the desk. Same fields, same checks.
Referral
Tracked separately, so you can measure word of mouth.
Transfer
From another school, usually mid-year, with previous grades.
Other
Recorded as it is, not forced into one of the four above.
The form only shows classes that campus runs.
Pick a campus and the class list narrows to the grades it has. Nobody applies to a class that does not exist there.
A second child is not a second family.
If a guardian's CNIC matches someone on record, the application links to them instead of creating a duplicate. Sibling discounts and family reports depend on this.
- Student
- Academic history
- Parents and guardians
- Siblings
- Previous grades
- Expectations and referral
Six groups, asked once. All of it carries into the student record, so nobody asks again on day one.
No offer goes out before someone has seen the child.
The system enforces it. Staff do not have to remember.
Interviews and tests are saved on the application with a date, who was told, and for tests a score out of a maximum. Scores are numbers, so SMS averages them for you.
An application moves to Offered only if one of these four is true. Otherwise SMS blocks the change.
An interview is booked
A slot exists, whether or not it has happened yet.
A test is booked
The test has a date.
A test is done
Marked and scored, even if there was no interview.
A waiver is recorded
You can skip the checks, but only with a written reason.
Booking a test or an interview notifies the family. It is one step, not two.
What you quoted a family stays on record.
New prices do not change old offers.
Fees on an offer come from the approved price list for that year and class, not from a box someone types into. You can always answer “what were we charging in 2024?”
Each year's prices are stored separately, so updating this year's list leaves last year's offers alone. The letter and the system always show the same figure.
- Admission fee
- A one-off charge when the student joins.
- Tuition fee
- The regular fee, and the month it starts.
- Tuition scholarship
- Any discount, recorded on its own line rather than hidden in the total.
- Security fee
- A refundable deposit, kept separate.
- Annual fee
- Yearly charges, separate from tuition.
- Fee deadline
- The date the offer expires. The question families ring about most.
Application form
A PDF of what the family submitted.
Offer letter
Built from the offer, with a six-digit GR number.
Fee challan
Built with a ten-digit voucher number you can give the bank.
Print the same offer twice and the numbers match. Change the offer and they change, so an old challan cannot be paid by mistake.
Parents can reply straight from the email.
No account. No password. One link, one action.
Chasing families for a decision is most of the work. SMS emails carry secure links for the three things a parent needs to do. Each link works for one action, on one application, for a limited time.
Accept or decline the offer
Only while the offer stands. Declining asks for a reason, and the reason is saved.
Withdraw the application
At any stage, unless the student is already enrolled, rejected or withdrawn.
Download their documents
Form, offer letter and challan. No account, no phone call.
Links expire. An edited link is rejected, an expired one says so, and a link for one action cannot be used for another.
Parents with an account see the same applications under their children. The two never disagree.
Enrolment builds the student record for you.
Nothing is typed twice.
Accepting an offer changes a status. Enrolling creates a real student, built from the application already on file. Nobody retypes it.
The student
With their own ID, linked back to the application.
The enrolment
A section worked out from the class they applied for, in the current year.
The guardians
Parent accounts and profiles, matched to existing ones where you know the family.
The sibling links
Linked records for siblings at your school, plain notes for those elsewhere.
The fees
Set up from the offer the family accepted.
Enrol without a campus
The year and the section both depend on it.
Guess the school year
There must be exactly one current year, or it stops and asks.
Enrol without an offer
It needs an offer to set the fees from.
Do it twice
Run it again and you get the same student back. No duplicate children.
Enrolment needs its own permission. It is the one step that creates records outside admissions.
Every application keeps its own history.
Who changed it, when, and what was said.
Admissions gets questioned months later, by a parent who remembers being told something else or a board asking why a place went one way. Every application keeps its own timeline.
Created
Including whether staff picked it up from the public form.
Stage changed
From which stage to which, with any note, against a name.
Interview or test booked
Each booking logged separately.
Family notified
Proof the message went out.
Deleted and restored
Nothing is deleted for good, so a mistake can be undone.
Notes
Including the reason a parent gave for pulling out.
Every email is saved with the recipient, subject, full message, sender and whether it arrived. “Did the parents get it?” is answered from the record.
The whole season in numbers.
Every stage is recorded, so the numbers come from the system rather than a spreadsheet someone updates in the evenings. The board and the registrar see the same figures.
- 412+18%
- Filtered by campus, year or class.
- 63%+4pt
- Counted against decided applications only, so open ones do not inflate it.
- 37−12
- Families still waiting on you.
- 74+2
- From real test scores, adjusted for each test's maximum.
- March31%
- When applications arrive, so you can staff for it.
- Grade 9−22%
- Where demand is short.
You can also ask for any of these in plain English.
Bring last year's intake to the walkthrough.
Bring last year's applications: the ones that stalled, the offers that expired, the families you lost track of. We will run them through SMS in front of you.