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Admissions

Creating and managing Admissions applications. This article is intended for Admin. (Read time: 5 minutes).

Last updated 20/08/2026

Admissions is a new standalone module in VSware that allows schools to manage their entire admissions process digitally. It supports one‑stage and two‑stage applications, bulk offers, automated parent communication and seamless conversion of applicants into full student records. This module is available to all schools and is not part of the Communications Package.  

Please note that two additional features, a waiting list and a lottery, will be available in October 2026. These will allow schools to manage oversubscription and random selection directly within VSware.

Accessing Admissions

Admissions appears in the main navigation for users with principal or secretary roles. There are no staff/teacher permissions for Admissions at this time.

Creating an Application Form
  1. Select Admin > Admissions Centre
  2. Click 'Create Form'.
  3. Enter the form name.
  4. Choose the academic year (the year the school will run the admissions process in)
  5. Choose the target year (the year the students are applying for)
  6. If the target year is missing, add it in Academic Year settings.
  7. Click 'Create Form'

 

 

Form Configuration 

Once you've created your form, navigate to 'Form configuration'

Schools can configure:

  • Application deadline
  • Offer response deadline
  • OptionalTwo‑Stage Application

One‑Stage or Two‑Stage Applications

Two‑stage applications allow schools to collect basic information first, then additional information can be collected in stage two after a place is accepted. This supports GDPR best practice. There is also the option to add a stage two deadline.

 

 
 
Fields

 

Each field can be:

  • Displayed or hidden 
  • Marked required or optional
  • Assigned to stage one or stage two 

 

Activating Forms

When you are happy with your form, click 'Activate'. 

The form will not be accessible to anyone until you share the admissions link with them. This link is automatically created when you activate your first form.  

Please note that all active forms for your school will become available to parents via the same  admissions link so ensure that they are labeled correctly if you have more than one. 

Most schools place this link on their website but you can share it with them however suits you best.

Parent Experience

Please note that the full guide that can be shared with parents using admissions can be found here. 

When a parent clicks the link, they enter their name and email address and receive a new secure link that lets them start or resume their application.

This process means parents of prospective students do not need a VSware login during the application process. They can complete the form over multiple sessions without needing usernames, passwords or any help from the school. They simply open the link, begin the application, and if they want to finish it later, they can use the same secure link to continue exactly where they left off.

When a parent opens the link, they choose which form they want to complete. The system clearly shows that they are completing stage one, and that stage two will only unlock if your school offers them a place and they accept it.

 

Reviewing Applications

Schools can:

  • View all submitted applications
  • Open each application to review details
  • Mark applications as incomplete and request updates
  • Add notes for parents
  • Receive updated submissions automatically
Offering Places

Schools can offer places:

  • Individually
  • In bulk using filters (for example, siblings in the school)

Parents receive an email and must accept or decline by the deadline.

Stage Two

When a parent accepts an offer:

  • Stage two unlocks automatically
  • Parents complete medical, AEN and document uploads
  • All data flows directly into the student profile once converted
Converting to Learners

Schools can convert:

  • Individual applicants
  • Groups of applicants in bulk

Conversion automatically creates:

  • Student profile
  • Household
  • Medical information
  • AEN information
  • Documents

This eliminates manual data entry.

POD Sync Order

Schools must:

  1. Convert students from Admissions first
  2. Run POD sync second

This ensures PPS numbers and Department IDs match correctly.

Waiting List and Lottery (Coming Soon)

Later in September, schools will have:

  • Automated waiting list management
  • Lottery generation based on criteria
  • Random selection when more students meet a criterion than places available

This will be ready before schools begin offering places in October.

Why Use VSware Admissions
  • No manual data entry
  • No duplicate records
  • Fully integrated with the MIS
  • GDPR‑friendly two‑stage process
  • Replaces external tools like Unique
  • Saves time and reduces errors