Overview

Adibb Student Pre-registration, Admissions & Enrollment gives your institution one secure, enterprise-grade system to guide families from first interest to first day of class. Replace scattered forms, email chains, and spreadsheets with a configurable pipeline: Pre-registration → Application → Screening & Scheduling → Committee Review → Offers/Waitlists/Rejections → Enrollment & Handover.
The platform is bilingual by design (FA/EN), supports RTL layouts, and respects local calendars, holidays, currencies, and tax rules. Families get a mobile-first portal; admissions teams get a powerful CRM; finance teams get built-in payments with domestic gateways and international processors; and leadership gets real-time analytics for demand planning and yield optimization.
When a family accepts an offer, Adibb LMS automatically creates learner and guardian accounts, places students into classes and calendars, and syncs rosters, so teaching can start without handoffs or data re-entry.

Who it serves

• Families & Students

  • Pre-register interest, complete a common application, upload documents, sign guardianship and consent forms, pay fees, request scholarships, and track status on web or mobile (Persian/English, RTL).

• Admissions & Registrar Teams

  • Configure forms and rules, triage applications, schedule tests/interviews, run fair reviews, manage waitlists/lotteries, issue offers, capture deposits, and finalize enrollment tasks.

• Counselors & Agents (optional)

  • Manage cohorts across schools under KYC-verified accounts, submit documents on behalf of families, and track role-based commissions with transparent audit logs.

• School Leadership (Principals, Deans)

  • Monitor funnel health and yield by program/campus, forecast staffing and seat capacity, and evaluate scholarship utilization and ROI.

• Finance

  • Use integrated invoicing, escrow for application fees, refunds, installment plans, multi-currency settlement, and automated reconciliation.

• IT & Compliance

  • Enforce SSO, MFA, RBAC, IP allow-lists, data residency options (SaaS/private cloud/on-prem), retention schedules, and export/delete controls.

The value at a glance

• One journey, zero friction: A guided portal with autosave, checklist tasks, multilingual help, and responsive design to reduce drop-offs.

• Trust built in: Verified profiles, document OCR + e-signature, KYC for schools/agents, and immutable audit logs.

• Operational control: Rules for priority (sibling/staff/catchment), fair lotteries, stage-based SLAs, offer waves, and waitlist motion.

• Financial clarity: Application escrow, installments, discounts & scholarships, refunds, tax invoices, and ledger exports.

• Instant learning handover: On acceptance, Adibb LMS auto-provisions accounts, enrolls classes, and syncs calendars—no manual data work.

• Real-time insight: Conversion, time-to-decision, offer-to-enroll yield, source attribution, geo heatmaps, and diversity/cohort mix.

End-to-end workflow (Pre-registration; Application; Screening & Scheduling; Committee Review; Offers/Waitlists/Rejections; Enrollment & Handover)

Pre-registration

• Program landing pages with admission requirements, deadlines, tuition, FAQs, scholarship info, and virtual tour links.

• Quick intent capture via email/phone or social SSO; OTP verification to reduce spam.

• Eligibility prescreen: age/grade calculator, catchment lookup (map + address proof), language prerequisites, and required-document preview.

• Lead nurturing: open-day invites, webinar registrations, counselor assignment, drip emails/SMS/WhatsApp in FA/EN, and consent tracking.

Application

• Common application with program-specific supplements that appear only when relevant.

• Autosave drafts; resume on any device; RTL support; accessible labels; math/RTL handling in free-text fields.

• Document management

  • OCR extracts names, grades, dates; validates formats (e.g., immunization records, transcripts).

  • e-Signature for consents, attestations, and enrollment contracts (multi-guardian).

  • PII redaction views for reviewers; watermarking for downloaded bundles.

• Payments

  • Application fees via domestic gateways or international processors; escrow for multi-school submissions; fee-waiver codes; instant receipts.

• Scholarships & aid

  • Need/merit forms, required proofs, budget caps, committee fields, and provisional awards attached to offers.

Screening & Scheduling

• Rules engine flags requirements (interview, entrance test, portfolio, medical clearance).

• Self-service booking for tests/interviews—capacity limits, time-zone awareness, room resources, and proctoring options (virtual/in-person).

• Reviewer workspace with structured rubrics, blind review modes, and calibrated scoring (anchors, examples).

• Portfolio & auditions

  • Large file support (video, images, documents) with streaming preview; assign specialized evaluators; capture qualitative feedback.

Committee Review

• Stage-gated committees (department → admissions → finance → dean) with role-based visibility and lockable scorecards.

• Scenario planning: simulate admits by priority bands and scholarship levels to project yield and budget impact.

• Integrity checks: duplicate detection by device/IP, OCR mismatches, and identity validation via KYC connectors.

Offers/Waitlists/Rejections

• Digital offers with seat hold expiry, deposit amount, scholarship terms, and refund policy acknowledgment.

• Offer bundles (e.g., campus A vs. campus B, program/track choice) with side-by-side comparison.

• Automated waitlist motion: wave scheduling, reminders, and capacity-triggered releases; transparent status for families.

• Respectful rejections with templates, appeal windows (if enabled), and recommendations for alternatives.

Enrollment & Handover

• Seat acceptance and contract e-signature; collect deposits and first-term fees, configure installment plans, and capture consents.

• Enrollment tasks: health forms, transport routes, dorm/boarding requests, uniform/device programs, language placement.

• Handover to Adibb LMS

  • Auto-create learner and guardian accounts, place students into classes/sections, sync calendars/timetables, and push placement outcomes to the LMS gradebook where relevant.

  • Notify teachers and advisers with roster changes and orientation schedules.

• Orientation & onboarding: checklists, welcome content, campus maps, and session invites; track completion by family.

AI capabilities (privacy-aware)

• Fit Score & Recommendations
  Suggests best-fit programs using interests, location, budget, past grades, and language proficiency. Clearly labeled as advisory—not deterministic—to support equitable access.

• Admission Probability Hints
  Non-deterministic likelihood bands (e.g., Likely/Competitive/Reach) to guide program choices and set expectations.

• Document OCR & Validation
  Extracts grades/dates, flags inconsistencies, low-quality scans, and detects missing pages; highlights fields that need manual attention.

• Assistant for Families
  Answers policy and fee questions in FA/EN, summarizes deadlines, builds personalized checklists, and suggests scholarship forms.

• Assistant for Schools
  Lead scoring, duplicate detection, follow-up recommendations, yield-risk alerts (expiring offers, idle applications), and SLA breach warnings.

• Reviewer Summaries
  Synthesizes multiple evaluations and attachments into a concise committee brief with links to evidence and policy references.
  All AI modules are toggleable per organization/program and can be constrained to regional processing or on-prem when required.

Feature deep-dive (Forms & Data Model; Document & Identity; Scheduling & Events; Messaging & CRM; Payments; Policies: Priority, Catchment & Lotteries; Analytics & Reporting)

Forms & Data Model

• Student bio, previous schools, guardians (multiple), emergency contacts, medical/IEP/SEN, transport needs, boarding, scholarships/aid, language proficiency, portfolio, and recommenders.

• Dynamic sections: show/hide by program/grade/campus; validation rules; conditional logic; reusable form versions by intake.

• Localization: FA/EN labels, RTL layout, Persian/Gregorian date pickers, localized number and currency formatting.

• Versioning & audit: track edits, who changed what, and preserve historical applications for compliance.

Document & Identity

• Accepted file types: PDF/DOCX/JPG/PNG/MP4; max sizes configurable by institution.

• OCR for transcripts/immunizations/IDs; e-Signature for informed consent, code of conduct, and contracts.

• KYC for agents/schools; identity verification for guardians where policy requires; IP/device fingerprints for fraud reduction.

• Bulk operations: multi-download packages by cohort with watermarking; per-stage document checklists; exception workflows.

Scheduling & Events

• Open days and virtual tours with RSVP, capacity, and attendance tracking.

• Exam/interview slotting: self-book, reschedule windows, waitlists for slots, room resources, invigilator assignment, and automated reminders.

• Proctoring options: in-platform arrangements or integrations with 3rd-party proctoring tools; evidence capture and incident reports.

Messaging & CRM

• Unified conversation per applicant (email/SMS/WhatsApp/chat) with FA/EN templates and merge fields.

• Bulk campaigns filtered by stage/status/priority; drip sequences tied to deadlines or inactivity.

• FAQ bots with escalation rules; ticketing workflow with SLAs and escalation matrices.

Payments

• Domestic gateways and international processors; multi-currency display, tax/VAT lines, and ledger exports.

• Escrow for application fees in multi-school submissions; release rules by status; auditable ledger.

• Installments with schedules, reminders, dunning, and automated refund workflows according to policy.

• Scholarships/discounts: codes, eligibility rules, budget caps, utilization reporting.

Policies: Priority, Catchment & Lotteries

• Priority tiers (sibling/staff/alumni/local catchment/scholarship); configurable weights and tie-breakers.

• Catchment verification via map + address proofs (utility bill/lease); document redaction guidance.

• Lotteries: fair randomization with seed logs, public methodology pages, parent-facing explanations, and exportable results.

Analytics & Reporting

• Funnel conversion (lead→application→submitted→screened→offer→accept→enroll).

• Time-to-decision, offer-to-enroll yield, scholarship utilization, and source attribution (campaigns, agents, events).

• Geo heatmaps, cohort diversity metrics, capacity vs. staff planning, and SLA dashboards.

• Exports to CSV/XLSX; warehouse connectors; REST APIs and webhooks for BI integration.

Security, privacy & compliance

• Transport & storage: TLS everywhere; encryption at rest; optional customer-managed keys in private cloud/on-prem.

• Access control: SSO (OAuth2/OIDC/SAML), MFA, RBAC with fine-grained scopes, device/IP allow-lists, and session policies.

• Audit & governance: immutable activity logs, consent records (recordings, communications, data sharing), retention schedules, and subject-access exports/deletions.

• Content safety: profanity filters, file-type restrictions, manual review queues, and report-abuse workflows.

• Accessibility: WCAG-aligned UI, keyboard navigation, screen-reader labels, high-contrast themes, caption support.

• Data residency: choose region in SaaS or deploy private cloud/on-prem to keep data within jurisdiction.

Localization & multi-tenant architecture

• Persian (RTL) and English interfaces; localized date pickers (Persian/Gregorian), calendars, number/currency formats, and tax rules.

• Multi-tenant isolation: each institution has a secure space with custom branding, subdomains, and theme palettes.

• Regional configuration: time zones, holidays, school week patterns, and exam calendars can differ by campus or country.

Integrations & standards (Adibb LMS, SSO, calendars, payments, e-signature/KYC, APIs/webhooks)

• Adibb LMS: on acceptance, auto-create learner and guardian accounts, enroll students into classes/sections, sync calendars, and push placement outcomes to course rosters and gradebooks.

• Identity/SSO: OAuth2/OIDC/SAML with optional social sign-in (policy controlled); MFA.

• Calendars: Google/Microsoft for invites, test/interview slots, and orientation events.

• Payments: domestic gateways + international processor; invoices, refunds, reconciliation exports, and webhooks for finance systems.

• e-Signature/KYC: pluggable providers for contract signing and identity verification.

• APIs & webhooks: REST endpoints for programs, intakes, applications, documents, payments, and decisions; webhooks for lifecycle events (application submitted, interview scheduled, offer accepted, enrollment completed).

Roles & permissions

• Admissions Admin – configure forms, rules, capacities, and integrations.

• Reviewer/Committee Member – view masked PII as configured; submit scorecards, comments, and recommendations.

• Counselor/Agent – submit on behalf of families; limited cohort view; commission reports; KYC-verified account.

• Registrar – finalize enrollments, manage waitlists/lotteries, and perform corrections with audit trails.

• Finance – fees, invoices, scholarships, refunds, reconciliation, and ledger exports.

• IT/Compliance – SSO, RBAC, retention, audit logs, data residency, IP allow-lists.

• Teacher/Proctor – run interviews/tests, review portfolios; restricted data scopes.

• Family/Student – portal access, documents, payments, and real-time status tracking.

KPIs you’ll improve

• Cost per enrolled student (automation, channel attribution, and targeted follow-ups).

• Time-to-decision and offer-to-enroll yield via scheduling, reminders, and cleaner offers.

• On-time task completion (documents, tests, contracts) with checklists and nudges.

• Scholarship utilization within budget and aligned to mission goals.

• Parent NPS and counselor productivity.

• Data quality & compliance (fewer exceptions, clearer audits).

Deployment options

• SaaS (multi-region) – fastest time to value; automatic updates; regional data residency.

• Private cloud (single-tenant) – VPC isolation, customer-managed keys, bespoke SLAs.

• On-prem – containerized deployment with Kubernetes manifests, observability dashboards, backup/restore runbooks, and HA/DR patterns.

Implementation & rollout

1. Discovery & data mapping – define intakes, policies, priorities, forms, and historical data imports.

2. Configuration – programs, capacities, scholarships, payment/signature providers, rules engine, and branding.

3. Integrations – connect SSO, calendars, payments, e-signature/KYC, Adibb LMS, and (optional) SIS/ERP.

4. Pilot – select a campus/intake; set measurable goals (conversion, time-to-decision).

5. Training – admissions, reviewers, finance, counselors; family portal guides in FA/EN.

6. Go-live – publish portals, open applications, launch campaigns, and enable support channels.

7. Optimize – monthly success reviews; A/B test forms/emails; iterate scholarship policies and offer waves.

Editions & monetization (example)

• Starter – core pre-registration and application forms, document management with OCR, basic scheduling, digital offers, and standard analytics.

• Pro – rules engine, scholarships/aid, waitlists & lotteries, agent portal with KYC, CRM automations, and advanced analytics.

• Enterprise – private cloud/on-prem, SSO/MFA, customer-managed keys, custom SLAs/DPAs, data residency, premium reporting, and dedicated CSM.
  Add-ons: SMS bundles, additional storage, custom BI connectors, multi-campus packs, and API throughput tiers.

FAQs (at least 8)

1. Can families apply to multiple programs at once?
   Yes. The common application supports multiple program selections with program-specific supplements and a consolidated checklist.

2. Do you support sibling/staff/catchment priorities?
   Yes. Configure priority tiers, weights, proofs (address/utility bills), and tie-breakers. Auditable results are exportable.

3. How are interviews and tests scheduled?
   Applicants self-book within capacity; rescheduling rules and automated reminders are included. In-person or virtual proctoring is supported.

4. Can we run lotteries?
   Yes. Create fair, auditable lotteries with seed logs, public methodology pages, and parent-facing explanations.

5. How do payments, escrow, and refunds work?
   Application fees can be held in escrow for multi-school submissions. The system supports installments, discounts, refunds per policy, and automated reconciliation.

6. Is there an agent/counselor portal?
   Optional. Agents operate under KYC-verified accounts, submit on behalf of families, and view role-based commission reports.

7. Where is data stored?
   Choose a SaaS region or deploy private cloud/on-prem for data residency. Encryption at rest and TLS in transit are standard.

8. Can reviewers see documents without PII?
   Yes. Use masking/redaction profiles by role/stage to protect sensitive information while preserving evaluation quality.

9. How does it connect to Adibb LMS?
   On offer acceptance, the platform auto-creates learner/guardian accounts in Adibb LMS, enrolls classes/sections, and syncs calendars and placement outcomes.

10. What accessibility supports are included?
    WCAG-aligned UI, keyboard navigation, high-contrast themes, screen-reader labels, and multilingual (FA/EN) help.

What makes Adibb different

• Localization first: FA/EN, RTL layout, local calendars/holidays, currencies, and tax rules—no plugins required.

• Handover with zero friction: Instant, reliable Adibb LMS provisioning and enrollment the moment a seat is accepted.

• Transparent, fair admissions: Priority tiers, catchment verification, lotteries, and audit-ready decisions.

• Built-in trust & compliance: OCR, e-signature, KYC, granular RBAC, consent logs, and data-residency choices.

• Business outcomes, not just forms: Conversion, yield, scholarship utilization, and parent NPS—visible on day one.

• Flexible deployment: SaaS, private cloud, or on-prem with the same modern codebase and observability.

Launch confidently with Adibb. Consolidate every pre-registration, application, decision, and enrollment in one bilingual, secure, analytics-driven platform—then pass students seamlessly into Adibb LMS so learning can begin immediately.