Education: admissions profiles by subsegment and a ready-made admissions pipeline
The Education vertical turns SellioCRM into a CRM for schools, universities, EdTechs and corporate education: you pick your subsegment profile in a wizard and the system creates the admissions pipeline of that journey, from inquiry to enrollment, on the same pipeline engine of the CRM. Optional and off until an administrator activates it.
The Education vertical is optional and starts off. While it is off, nothing changes in the system and it stays invisible and inert for everyone. An administrator activates it in Settings, under Verticals, or through the wizard on the Education screen itself. It was made for schools, school networks, universities, vocational and open courses, EdTechs and corporate education.
Admissions profiles by subsegment
Each educational subsegment has a different admissions journey: in a K-12 school the family decides and there is a tour, an interview and a contract; in higher education there is recruitment, review and offer; in online courses the journey is continuous, with diagnostic and trial; in corporate education the customer is a company, with proposal and negotiation. The wizard ships these profiles ready to use: K-12 private, K-12 international, higher education, graduate and executive, vocational and technical, language, arts and sports, online and EdTech, corporate education and multi campus network.
The K-12 profile comes pre-selected as the default, but you can choose any other. When you activate, the system automatically creates the admissions pipeline of the chosen profile, with the journey stages named and ready to use.
The admissions pipeline
The created pipeline is a regular CRM pipeline, on the same engine you already use for sales: each candidacy moves through the stages on the kanban, and the outcome stages come pre-marked, enrolled as won and lost as lost. You can rename stages, change probabilities, colors and required fields in the pipeline editor, in Settings, under Pipelines.
Several profiles at the same time
A network with a K-12 school, a college and a corporate arm runs several journeys in parallel. With the vertical on, go back to the Education screen and apply other profiles: each one creates its own pipeline. Re-applying an already applied profile never duplicates anything.
Events, tours and open house
The vertical ships recruitment events ready to use: open house, campus tour, fair, webinar and trial class. You create the event with date, location and capacity, and publishing generates a public registration link to share on your site and social media. When seats run out, new registrations automatically join the waitlist.
Public registration recognizes the person: someone who was already a lead lands on the same record, with no duplicates. On the day, check-in happens by QR code at the front desk or manually, and no-shows can be marked in one click. After the event, a quick survey with score and comment measures the experience, and the ROI report shows registrations, attendance and how many became enrollments. The event cost is visible only to people with financial permission.
Online application with versioned forms
The application is the center of admissions: one person, one program and one intake term. It can start from a recorded inquiry or be created directly, and the same person can have applications in different programs at the same time. Each application carries the assigned counselor, the origin channel, the applicant profile (national, international, scholarship, transfer or one of your own), the application fee with pending, paid or waived status, and the completeness percentage of the file.
The application form uses the form builder you already know. The difference is versioning: when you publish a version, the system takes a snapshot of the entire form definition at that moment. Every submitted response stays tied to the version it answered, so changing the form tomorrow never alters yesterday’s response. Correcting a response creates a new submission, preserving the full history.
The document checklist is defined per program and per applicant profile: an international applicant may have extra items, a scholarship applicant others. Each item can have a deadline computed in business days from the term dates, honoring holidays. As items are received or waived, the application completeness recalculates on its own, and overdue items are flagged. The admissions funnel stays on the kanban of the pipeline created by the vertical wizard.
Applicant documents
Every document the applicant sends becomes its own record on top of the attachment: type (ID, transcript, proof of residence, medical, financial or one of your own), mandatory classification (personal, academic, financial, medical or minor), validity and version. Resending a document never overwrites the previous one: each resend creates a new version and the full history is preserved.
If the document type matches an item on the application checklist, the item is marked as received automatically. On review, the office approves or rejects with a mandatory reason, and a rejection reopens the checklist item so the applicant can resend. Documents past their validity date show as expired on read, with no scheduled job required.
Medical and minor documents get extra protection: every read is recorded in the sensitive access audit trail. OCR data extraction is optional and uses the system AI. For a minor document it only runs with a valid data sharing consent in place, and with PII redaction enabled personal data comes out masked from the extracted text.
Applicant and family portals
Applicant and guardian follow the application in their own portals, with passwordless magic link login. The applicant signs in with the application email at /portal/applicant/access?t=YOUR_TENANT_ID. The guardian signs in with the email registered on their own person record at /portal/family/access?t=YOUR_TENANT_ID, and family access requires an active guardian link to the applicant.
The portal shows only the document dossier: application status, checklist, submitted documents with the rejection reason when there is one, and upcoming events. Custody restrictions are respected: whatever the custody configuration denies never shows up. Admission decisions never appear in the portals.
Removing the email from the record or ending the guardian link cuts access immediately. The portals use the customer portal branding and speak the visitor's language.
Interviews, tests and shadow day
Interview scheduling reuses the self-scheduling calendar you already know, and shadow day comes in as an interview type. The evaluator records the result and the assessment, and when an interview expires without taking place the no-show is marked automatically.
Tests and placement exams have a score, an optional cutoff and a level. With a cutoff defined, the result is derived automatically; without one, the decision stays with the evaluator. Everything is linked to the application and visible in the admissions pipeline.
Rubric review, blind review and committee
Academic review uses versioned rubrics: a released version is immutable, a correction creates a new version, and each review uses the version in force on its date; changing a rubric never alters past scores. Reviews are distributed by lowest load, and each reviewer works from the My reviews queue, with a score per criterion and an assessment. A calibration panel compares reviewers.
Blind review starts off. When on, it masks the chosen applicant fields on the server; with no fields chosen, it masks everything maskable.
The admissions committee has participants, quorum, agenda, votes and minutes. A new vote replaces the previous one, and tallying is honest: majority decides, a tie is recorded as a tie and a session without quorum is recorded as is. Publishing the decision to the applicant is a separate step, with embargo and letters.
Contract: frozen amounts, immutable by version
The contract comes from an accepted offer. On generation the system freezes tuition, fees, discounts and scholarships into a snapshot with an integrity seal: changing the price table later does not alter any contract already issued.
Signers come from the guardian roles registered for the family. Legal guardian and financial guardian sign; message contacts and pickup-authorized adults do not. If an active custody restriction applies, the restricted guardian is blocked at signing time, even if already listed.
After signature nothing changes, not even for an administrator: the database itself refuses the update. A price change becomes an amendment linked to the signed contract, and a termination becomes a linked cancellation. The screen shows the version chain and warns if integrity is broken. With an electronic signature provider configured, sending is automatic; without one, acceptance is recorded with date and origin.
Automatic reminders and alerts
Once the vertical is on, the system watches, every day, for what stalled: an application missing required checklist items, a document that was rejected, is waiting for review or is close to expiring, a reader whose review queue is past due, a contract sent and not signed, an event that ended with people to follow up with, and an inquiry that passed the first-contact deadline.
- Reminders escalate on a ladder (by default at 3, 7 and 14 days late) and each step warns once, not every day.
- The alert appears in business signals and, when the record says who is responsible, as a notification for that person, in their language.
- Nothing is ever blocked, cancelled or changed by a reminder: the system warns, it does not punish.
- Chasing has an end: past the silence window (120 days by default) the reminders stop.
- Each recipe can be turned off, and the ladder, the first-contact deadline and the expiry window can be changed per institution, without a new release.
Governance: subject requests, bias and retention
When someone asks for access, rectification, portability or erasure of their own data, the request becomes a row with a DEADLINE. The deadline comes from the stated jurisdiction and is frozen on intake: if the institution changes policy tomorrow, today's request keeps the date the person is entitled to hold you to. The queue shows what expires first, and anything overdue shows in red.
The bias audit answers a question institutions increasingly get: does the score that ranks admission or aid treat groups differently? You enter aggregate numbers per group and the system applies the four-fifths rule, pointing at the group with the lowest rate. No individual row goes in, and none is stored. Groups too small to mean anything are left out, and it says so: a rate over three people swings by chance.
Retention is declared per data class, and the screen shows the classes nobody declared. The institution defines the retention period and the legal basis; what the system does is force the declaration and keep the gap in plain sight.