Managing admission stages and scores

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Managing Admission Stages and Scores

The Stages & Scores module in PrepBase allows administrators to define, customize, and manage structured admission workflows. These workflows help track a student’s progress across different stages of their academic or admissions journey while attaching measurable evaluation scores at relevant points.

This feature is especially useful for admissions counseling, test preparation programs, and multi-step academic processes where visibility, consistency, and progress tracking are essential.

1. What Are Admission Stages and Scores?

Admission Stages

Stages represent the key steps a student goes through during an academic or admissions process. Each stage can include multiple statuses to reflect progress.

Examples:

  • Identify Majors

  • Select Region

  • IELTS Preparation

  • SAT Preparation

  • CV Draft

  • University List

  • Personal Statement & Essays

  • Recommendations

  • Submit Application

Each stage can move through statuses such as:

  • Not Started

  • In Progress

  • Completed

Admission Scores

Scores are measurable academic or assessment indicators used to evaluate student readiness or performance at specific stages.

Examples:

  • CGPA (Max Score: 4)

  • GPA (Max Score: 4)

  • IELTS (Max Score: 9)

  • SAT (Max Score: 1600)

  • ACT (Max Score: 36)

Scores ensure standardized evaluation and can be reused across different workflows.

2. Accessing Stages & Scores

Navigate to:

Admin Panel → Workflow → Stages & Scores

You will see two main views:

  • Default

  • Custom

Default view is further divided into:

  • Stages

  • Scores

3. Understanding Default vs Custom

Default

  • System-defined stages and scores

  • Designed to cover common admissions workflows

  • Can be viewed, edited, or disabled (depending on permissions)

Custom

  • Admin-created stages and workflows

  • Fully customizable to match your organization’s process

  • Ideal for specific programs (e.g., SAT Prep Group Class, Counseling Tracks)

4. Creating a Custom Admission Stages

Step-by-Step

  1. Open Stages & Scores

  2. Switch to the Custom tab

  3. Click ➕ Add Stage

  4. Upload a stage image (optional but recommended)

  5. Enter:

    • Stage Name

    • Description

  6. Add one or more Statuses

    • Example: Not Started, In Progress, Completed

  7. Click Save

Once created, the stage becomes available for use in workflows and projects.

5. Managing Custom Admission Stages

Each stage row provides a three-dot menu with the following options:

View Stage

Opens a detailed view showing:

    • Stage Image

    • Stage Name

    • Creation date

    • Associated statuses

Edit Stage

Update:

    • Stage Name

    • Description

    • Statuses

Delete Stage

  • Permanently removes the stage

  • Recommended only if the stage is not actively used

6. Creating New Default Stages

Adding New default Stage

  1. Go to Stages & Scores → Stages

  2. Click ➕ Add Stage

  3. Upload a stage image (optional)

  4. Enter:

    • Stage Name

    • Status

  5. Click Save

7. Managing Existing Stages

Each stage row provides a three-dot menu with the following options:

View Stage

Opens a detailed view showing:

    • Stage Image

    • Stage Name

    • Creation date

    • Associated statuses

Edit Stage

Update:

    • Stage name

    • Stage image

    • Statuses

Delete Stage

  • Permanently removes the stage

  • Recommended only if the stage is not actively used

8. Creating New Scores

Adding New Score

  1. Go to Stages & Scores → Scores

  2. Click ➕ Add Score

  3. Upload a score icon (optional)

  4. Enter:

    • Score Name (e.g., IELTS)

    • Maximum Score

  5. Click Save

9. Managing Existing Scores

Each score row provides a three-dot menu with the following options:

View Scores

Opens a detailed view showing:

    • Score Icon

    • Score Name

    • Max Score

Edit Score

 

Update:

    • Score Icon

    • Score Name

    • Max Score

Delete Score

 

  • Permanently removes the score

  • Recommended only if the score is not actively used

10. Enabling or Disabling Stages & Scores

Each stage or score includes a status toggle:

  • Enabled: Available for use in workflows

  • Disabled: Hidden from selection but not deleted

This allows admins to pause usage without losing historical data.

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