On the Tracks page in Configuration, you define groups of items and actions that can be automatically added to records to automate the admissions process. 

Before entering any checklist items or tracks in the database, you must confer with your organizations key users and write down the specific steps applicants go through in the admissions process. Use the list to determine:

  • The checklist items to include in each track
  • The actions and letters to associate with each checklist item and track (if applicable)
  • The status to assign upon the completion of each track (if applicable)
  • Which track to add to applicant records upon completion of an existing track (if applicable) 

You can use this Track Worksheet (PDF) as your guide. 

Following are examples of checklist items you may want to include the Inquiry, Applicant, and New Student tracks.

 Inquiry Track
  • Send Info Packet
  • Application Received
  • Application Fee Received
Accepted/Not Enrolled Track
  • Contract Sent
  • Signed Contract Received
  • Tuition Deposit Received
     
 Applicant Track
  • Essay Received
  • Official Transcript Received
  • English Recommendation Received
  • Math Recommendation Received
  • Test Scores Received
  • Interview Scheduled
New Student Track
  • Welcome Letter Sent to Parents
  • Welcome Letter Sent to Student
  • Placement Test Scheduled
  • Placement Test Taken
  • Assigned to Peer Mentor
  • Immunization Form Received
  • General Permission Slip Received
  • Activities Fee Received
  • Book Fees Received
     
 

Defining Checklist Items 

  1. Select the Tables form in Configuration.
  2. Select the Checklist item table.
  3. Click New Table Entry.
  4. In the Description field, enter the table entry (maximum of 60 alphanumeric characters).
  5. Click OK. 

Defining Tracks 

  1. Select the Tracks form in Configuration.
  2. Click New Track. The New Track screen includes the Pre-Conditions, Checklist, and Post-Conditions tabs.
  3. Enter or select the Track ID (maximum of 20 alphanumeric characters).
    Note: You can select an existing track ID only if the track will be associated with a different school than the existing track with that ID.
  4. In the Description field, enter the track description (maximum of 60 alphanumeric characters).
  5. In the School field, select the school to associate with the track.
    Note: You cannot edit this field after adding the track to applicant records.
  6. On the Pre-Conditions tab, you can define if the track is automatically added to an applicant record when the record status is changed to a specific status.
    • Mark the checkbox titled Automatically add this track when applicant status is changed to.
    • Select a status in the drop-down field.
  7. You can also define if the track is automatically added to an applicant record when the Application type field is set to a specific type.
    • Mark the checkbox titled Automatically add this track when application type is changed to.
    • Select a type in the drop-down field.
  8. In the When this track is added to the applicants record frame, you can designate an action to add along with the track.
    • To add an action, mark Add an action.
    • In the Description field, enter a description of the action.
    • In the Action type field, select or enter the type of action. If you enter a new action type, a message appears asking if you want to add it to the Action Type table.
    • In the Action date field, select Specific date or Track added date. If you select Specific date, enter the date.
    • In the Assigned to field, click the binoculars to search for and select a record. The Assigned to type lists the record type selected (such as Faculty/Staff or Student).
    • You can set an action reminder for a specific number of days, months, or weeks before the action.
    • In the Send reminder to field, select the user to which the send the reminder. (A user is an individual who is a member of a security group in your database.)
    • To send an action letter, mark Send a letter and select the letter.
  9. Each track must have at least one checklist item. To add checklist items to the track, select the Checklist tab and click New Checklist Item. The New Checklist Item screen includes the Item Rules and Actions tabs.
  10. In the Checklist item field, select or enter a name for the checklist item. If you enter a new checklist item, a message appears asking if you want to add it to the Checklist Item table.
  11. In the Comments field, you can enter comments about the checklist item.
  12. On the Item Rules tab, you can establish rules for the checklist item. In the Add this item when field, select either The previous item is marked as complete or The previous item is added to the applicants record. If you are adding the first checklist item in a track, this field is disabled.
  13. In the Date requested field, you can enter a date to default in on the checklist item when it is added to an applicant record.
    • You can leave the field blank or select Specific date, Item added date, Calculated date based on completion of previous item, or Calculated date based on date added to applicant's record
      Note: If Add an Action is marked on the Action tab and Item Requested date is selected as the Action Date, the Date requested field is required and cannot be left blank
    • If you leave the field blank, no date for the item is entered.
    • If you select Calculated date based on completion of previous item or Calculated date based on date added to applicant's record, fields appear for you to define the date (for example, you can select to have the date set to 10 days after the item is added to the applicant's record).
  14. To permit users to waive the checklist item on applicant records, mark the Completion of this item can be waived checkbox. If you allow a checklist item to be waived, the Status column on the Checklist tab of applicant records lists three choices for the checklist item: Pending, Complete, and Waived. (If you mark the Completion of this item can be waived checkbox after the track has been added to applicant records, the option Waived is added to the Status drop-down for the checklist item on those records.)
  15. To designate that a payment is due for the item, mark This item requires a payment and enter the payment amount in the Amount due field.
  16. Select the Actions tab. On the Actions tab, you can set up an action to add when the program adds the checklist item.
    • To add an action, mark the Add an action checkbox.
    • In the Description field, enter a description of the action.
    • In the Action type field, select or enter the type of action. If you enter a new action type, a message appears asking if you want to add it to the Action Type table.
    • In the Action date field, select Specific date or Track added date. If you select Specific date, enter the date.
    • In the Assigned to field, click the binoculars to search for and select a record. The Assigned to type lists the record type selected (such as Faculty/Staff or Student).
    • You can set an action reminder for a specific number of days, months, or weeks before the action.
    • In the Send reminder to field, select the user to which to send the reminder. (A user is an individual who is a member of a security group in your database.)
    • To send an action letter, mark the Send a letter checkbox and select the letter.
    • To save the checklist item and return to the track record, click Save and Close.
  17. Select the Post-Conditions tab. 
  18. In the field titled This track is complete when, designate when the program
    should consider the track complete. You can select All checklist items are
    complete or The last checklist item is complete.
  19. In the Upon completion of this track frame, you can select to add
    another track, change the applicants status, and add an action. To add
    another track to the applicants record, mark the Add another track to the
    applicants record checkbox and select the track in the Track ID field.
  20. To change the applicants status, mark the Change applicant status checkbox and select the status in the adjacent field.
  21. In the Date field, you can select Date completed or the blank.
  22. In the Reason field, enter the reason for the status change.
  23. You can designate an action to add upon completion of the track.
    • To add an action, mark the Add an action checkbox.
    • In the Description field, enter a description of the action.
    • In the Action type field, select or enter the type of action. If you enter a new action type, a message appears asking if you want to add it to the Action Type table.
    • In the Action date field, select Specific date or Track added date. If you select Specific date, enter the date.
    • In the Assigned to field, click the binoculars to search for and select a record. The Assigned to type lists the record type selected (such as Faculty/Staff or Student).
    • You can set an action reminder for a specific number of days, months, or weeks before the action.
    • In the Send reminder to field, select the user to which to send the reminder. (A user is an individual who is a member of a security group in your database.)
    • To send an action letter, mark the Send a letter checkbox and select the letter.
    • To save the checklist item and return to the track record, click Save and Close.
  24. To save the track and return to the Tracks page, click Save and Close.

For more information, review: