An admission test needs a schedule, a marks sheet and a ranked selection list that feeds admission decisions. EDUBase handles enquiries, admission forms, approvals and class capacity; for entry-test scoring, confirm your process with sales.
What does an admission test process need?
Most schools that hold an entry test follow the same sequence. Families enquire, the school fixes a test date, candidates sit the paper, marks are recorded, and a selection list decides who is offered a seat.
The weak points are usually record-keeping, not the paper itself. Candidate names get retyped several times, marks sit in loose spreadsheets, and the final list is rebuilt by hand when seats change.
- A register of candidates with class applied for and guardian contact
- A test schedule per class, with date, time and room
- A marks sheet per subject with a pass mark
- A ranked result list and a decision for each candidate
- A clean hand-over of selected children into the admission form
How do you schedule an entry test?
Start from the enquiry. Record each walk-in or phone enquiry with the class sought, then group candidates by class so each group gets one sitting.
Decide the date, venue and subjects, then tell families in writing. Many schools send the date by SMS or WhatsApp so nothing depends on a child remembering.
- Group candidates by class applied for
- Fix one date and room per group
- Set the subjects and total marks before the test, not after
- Send the schedule to families and keep a copy of what was sent
How should marks and pass rules be recorded?
Fix the marking scheme before the paper is set: subjects, total marks, pass mark and what happens at a tie. Record marks once, against the candidate, and have a second person check them.
Decide in advance whether a candidate must pass every subject or only reach an overall total. Changing the rule after seeing the marks invites complaints from parents.
- One marks sheet per class and subject
- A second person checks entries before the list is built
- A written tie-break rule, for example interview or age
- A record of who entered or changed marks
How do you build a fair selection list?
Rank candidates by total marks within each class, apply the pass rule, then match the list against the seats available. Offer seats in rank order and keep a short waiting list.
Seat limits matter here. If the class is already near capacity, a seat should not be offered without a conscious decision by someone with authority.
- Rank within each class separately
- Mark each candidate as selected, waiting or not selected
- Record any sibling or staff-child preference as a stated policy
- Publish the list in a way that does not expose other children's marks
Where does EDUBase fit in an admission test?
EDUBase covers the steps around the test. Admission enquiries record walk-in and phone enquiries before they become students, and convert them when the family confirms. The admission form is configurable and carries guardian details, family number, session, fee plan and photo.
Class capacity limits stop admissions, or send them to approval, when a class is full. Admission approvals add a second person for exceptions such as a discount request. Once a child is admitted, fees, attendance and exams all read the same student record.
EDUBase does not offer a dedicated entry-test screen. Its Examinations & Results module is built for enrolled students, with award lists, grading policies, date sheets and roll number slips. If you want the entry test handled in the system, ask the sales team how your process could be supported, since new options can be added through custom development.
- Admission enquiries: record candidates before admission
- Admission form and approvals: convert selected children to students
- Class capacity limits: keep offers within available seats
- Bulk Data Import: load candidate lists from Excel if you hold them elsewhere
Which approach suits your school?
The right approach depends on the number of candidates and how formal your selection is. A small intake can run on a paper register and a simple sheet. A large intake across several campuses benefits from one shared record.
Ways to run entry test records and what each involves
| Approach | Schedule | Marks and list | Link to admission |
|---|---|---|---|
| Paper register | Written date sheet | Hand-ranked list | Form retyped for each selected child |
| Spreadsheet | Shared sheet or message | Formulas for totals and rank | Copy details into the admission form |
| EDUBase enquiries plus manual test sheet | Enquiry records grouped by class | Marks kept on the school's own sheet | Convert the enquiry; form, capacity and approvals apply |
| Dedicated entry-test workflow | Discuss with sales | Discuss with sales | Discuss with sales |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.