Front desk & admissions guide · SchoolPilot Help Center

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This interactive guide works best with JavaScript turned on. Here is the text version (7 flows, 33 steps).

1. Admission enquiry pipeline

The enquiry board — Admissions → Enquiries shows every enquiry as a card in its stage: New → Contacted → Visit / Test scheduled → Test taken → Offered → Admitted. The tiles on top show open enquiries, new this week, follow-ups due and your conversion rate.
Cards tell you what to do — Each card shows the child, class, parent and phone, with a red Overdue or amber Due today follow-up badge. Drag a card to another column (or use the ⇄ button) to change its stage.
Add a walk-in enquiry — Click New enquiry.
Enquiry details — Enter the child (name, gender, date of birth, class applying for), the parent's name and phone, how they heard about the school, the next follow-up date and who is responsible.
Save — Click Save enquiry.
Log follow-ups — The enquiry page has contact buttons (Call, WhatsApp, SMS, Email) and a follow-up timeline. Record each conversation with its outcome and the next follow-up date; schedule a visit or entrance test and record the result.
Follow-up saved — The timeline keeps the whole history, and the card shows the next follow-up on the board and on your dashboard.

Open an offered enquiry — Open an enquiry in the Offered column — here Muhammad Ahmed Satti for Grade 5 — and click Convert to student.
The admission form is pre-filled — The child's and parent's details come across from the enquiry. The form has five parts: student details, academic, parent / guardian, contact & address, previous school & health.
Class, section and admission number — Choose the section and check the admission number (generated automatically), admission date, category and house.
Parent and portal logins — Link an existing parent (siblings share one parent account) or add a new one. Keep Create portal logins on to create the parent's and student's app accounts in the same step.
Admit — Click Admit student.
Welcome aboard — The student's 360° profile opens with the one-time passwords for the parent and student portal — print or share them. The enquiry is marked admitted and the parent can sign in straight away.

Reception dashboard — Front Desk → Reception shows who is in the building now, today's gate passes, open complaints and shortcuts to check in a visitor, issue a gate pass or log a call.
Check in a visitor — Click Check in (or Visitors → Check in).
Visitor details — Type the phone number first — returning visitors are filled in automatically. Add the name, CNIC, number of people, purpose and whom they are meeting (a staff member, a student or an office).
Check in — Click Check in. If enabled, the staff member is notified that their visitor has arrived.
Print the badge — The visitor's page shows the badge number and check-in time. Print badge prints a visitor badge with a QR code; Check out records when they leave.

New gate pass — Go to Front Desk → Gate passes and click Issue gate pass, or use the shortcut on the Reception page.
Find the student — Search by name or admission number and pick the student. Registered parents appear so you can choose who is collecting — or enter someone else with their CNIC and phone.
Reason and approval — Choose the reason (feeling unwell, appointment, family matter…), the time out and who approved it.
Issue it — Click Issue gate pass. The parents get an alert, and the slip can be printed for the gate guard.
Gate pass slip — The gate pass shows who collected the student and when. Print slip for the gate; Mark returned if the student comes back.

Log a call — Go to Front Desk → Call log → Add. Record incoming or outgoing, caller, phone, purpose, time and duration.
Set a follow-up — Add a follow-up date and the call appears in your follow-ups until it is marked done. Click Save.
The call log — All calls are searchable and exportable, and calls needing a follow-up are flagged.

Record a parcel — Go to Front Desk → Postal & courier → Add. Choose received or dispatched, the type, courier, tracking number, sender and recipient.
Save — Click Save. Update the status to Handed over when the recipient collects it.
The register — Every item with date, courier and status — searchable and exportable.

All complaints — Front Desk → Complaints lists complaints from parents (sent from the app), walk-ins and phone calls, with status and priority.
Open a complaint — Open a complaint to see the details and its timeline.
Update and reply — Assign it to a staff member, change the status (open, in progress, resolved) and write a reply — the parent sees it in the app and gets a notification.
Log a walk-in complaint — Log complaint records complaints made in person or by phone.