Record them under Admission enquiries in the Student Management & Admissions module. It holds walk-in and phone enquiries, and you convert an enquiry into a student when the family confirms.
Where do I record an admission enquiry in EDUBase?
Use the Admission enquiries feature in Student Management & Admissions. It exists for families who have asked about a place but have not yet committed. The child is not a student yet, so they do not appear in class lists, fee challans or attendance registers.
Keeping enquiries apart from admitted students means your active student lists stay accurate. Nobody has to remember which names on a sheet are real students and which are only prospects.
What kinds of enquiry can the front office record?
Admission enquiries is meant for the two ways most families first make contact in Pakistan: walking into the school office, or phoning. Whoever answers can note the enquiry at once, instead of writing it on a scrap of paper and typing it up later.
- Walk-in enquiries taken at the reception desk.
- Phone enquiries taken by any member of the office staff.
- Enquiries that are still open because the family has not decided yet.
How does an enquiry become an admission?
When the family confirms, you convert the enquiry into a student. You do not retype the child's details from the beginning. The student then continues through the normal admission steps.
The admission form is configurable. It carries guardian details, family number, session, fee plan and photo, and it can be printed blank or filled. Because fees, attendance and exams all read from the same student record, the child is visible everywhere as soon as the admission is complete.
- Record the enquiry when the family first asks.
- Follow up until the family confirms.
- Convert the enquiry when they confirm.
- Complete the admission form with guardian details, family number, session, fee plan and photo.
What happens if the class is full or a discount is requested?
Class capacity limits let you set how many students a class or section can take. When a class is full, admissions can stop or go to an approval step. Admission approvals also route new admissions to a manager when a discount is requested.
This helps the office give families a clear answer. An enquiry can be recorded for a class with limited seats, and the final decision stays with the person who has the authority to make it.
Why not keep enquiries in a register or spreadsheet?
A paper register or spreadsheet works for a small number of enquiries. It becomes hard to manage when several staff members take calls, or when a school group has more than one campus. Details also have to be copied by hand when the child is finally admitted, which is where mistakes creep in.
Recording enquiries in the same system that holds admitted students removes that second step. The comparison below sets out the differences in general terms.
Who should be allowed to see and convert enquiries?
Admission data includes family contact details, so access should be limited. The Users, Privileges & Activity Log module lets you grant screens and actions per user or by role, and restrict users to the campuses given to them. The Student change log and User Logging show who changed what.
A sensible arrangement is for front-office staff to record enquiries, while only authorised staff approve admissions that involve a full class or a discount.
Ways to keep admission enquiries before a child is admitted
| Approach | What it involves | Main drawback or benefit |
|---|---|---|
| Paper register | Staff write each enquiry by hand in a bound book. | Hard to search; details must be rewritten at admission. |
| Standalone spreadsheet | Staff type enquiries into an Excel file kept on one computer or shared. | Easy to start, but versions multiply and the data is not linked to student records. |
| Admission enquiries in EDUBase | Staff record walk-in and phone enquiries in Student Management & Admissions. | Enquiries sit in the same system as students and are converted when the family confirms. |
| Admission approvals (EDUBase) | A new admission goes to a manager when the class is full or a discount is requested. | Decisions on capacity and discounts stay with an authorised person. |
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.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.