--- title: Admissions description: Guide for Admin managing Admissions --- [Skip to content](https://support.vsware.ie/en/a#main-content) English Show submenu for translations ![VS-Logo-1.jpg\]](https://support.vsware.ie/hs-fs/hubfs/VS-Logo-1.jpg?height=40&name=VS-Logo-1.jpg) - [Tickets](https://support.vsware.ie/tickets-view) - [Sign out](https://support.vsware.ie/_hcms/mem/logout) Open main navigation Close main navigation - [Tickets](https://support.vsware.ie/tickets-view) - [Sign out](https://support.vsware.ie/_hcms/mem/logout) - English Show submenu for translations - Go to vsware.ie Go to vsware.ie Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://support.vsware.ie/en?hsLang=en) 2. [Admissions](https://support.vsware.ie/en/admissions?hsLang=en) # Admissions ## Creating and managing Admissions applications. This article is intended for Admin. (Read time: 5 minutes). *Last updated 21/09/2026* **Now available free of charge to all schools for the 2026/2027 academic year,** providing a fully digital, end to end workflow inside VSware. Parents can complete applications without a VSware login, all approved data flows directly into the student profile, saving significant time for principals and secretaries. The optional two stage process supports schools that prefer to collect only basic information first, and bulk actions make reviewing and offering places faster than ever. **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.** ### Full Demo Video: ### Module Access & Permissions Admissions is a **standalone feature** available to all schools and is separate from the Communications Package. - **Principals:** Granted access to Admissions by default. - **Secretaries:** Access is assigned via **Users & Groups** by giving the account the **Secretary + Admissions** role. This provides standard secretary permissions along with full access to manage Admissions. - **Teachers:** Teachers cannot manage or view Admissions at this time. To open the module, navigate to **Admin** \> **Admissions Center**. ### Creating an Application Form You can create single or multiple application forms (for example, separate forms for incoming First Years, Fifth Years, or Special Classes). 1. From the Admissions landing page, click **Create Form**.![](https://support.vsware.ie/hs-fs/hubfs/image-png-Sep-21-2026-11-56-07-4676-AM.png?width=295&height=396&name=image-png-Sep-21-2026-11-56-07-4676-AM.png) 2. **Select Form Type:** - **Mainstream Class:** Standard application form. - **Special Class:** Optional form tag. Selecting this pre-selects the AEN document upload requirement in your settings. 3. **Form Name:** Enter a name (e.g., *Incoming First Years 2027*). 4. **Academic Year:** Select the current academic year during which you are running the admissions process (e.g., *2026/2027*). 5. **Target Academic Year:** Select the year the students will actually start attending school (e.g., *2027/2028*). - *Note:* If the target academic year is not listed, click the link at the bottom of the window to jump to **Academic Year Settings**, create the year, and return to finish the form. 6. Click **Create Form**. ### Configuring Form Settings & Fields Inside your newly created form, navigate to **Form Configuration** to customise how data is gathered.![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-20-2026-11-37-20-7947-AM.png?width=670&height=76&name=image-png-Aug-20-2026-11-37-20-7947-AM.png) ##### Basics Tab![](https://support.vsware.ie/hs-fs/hubfs/image-png-Sep-21-2026-12-14-54-0223-PM.png?width=602&height=356&name=image-png-Sep-21-2026-12-14-54-0223-PM.png) - **Application Deadline:** Set the final date for parents to submit Stage 1 applications. - **Offer Response Deadline:** Set the date by which parents must accept or decline an offered place. - **Two-Stage Application:** Toggle this on to use a two-stage workflow.![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-20-2026-12-02-29-4560-PM.png?width=670&height=82&name=image-png-Aug-20-2026-12-02-29-4560-PM.png) - **Stage 1:** Collects basic personal, family, and primary school information to make initial offer decisions. - **Stage 2:** Unlocks automatically only after a parent accepts a place offer. This stage gathers sensitive information such as medical details, reports, and documentation. - **Stage 2 Deadline:** Set a final submission date for Stage 2 details. ##### Fields Tab![](https://support.vsware.ie/hs-fs/hubfs/undefined-Aug-20-2026-01-46-36-5542-PM.png?width=567&height=302&name=undefined-Aug-20-2026-01-46-36-5542-PM.png) Expand each category to manage specific data fields: - Set fields as **Displayed** or **Hidden**. - Set fields as **Optional** or **Required**. - Assign fields to be collected in **Stage 1** or **Stage 2**. ![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-20-2026-01-46-46-5145-PM.png?width=243&height=201&name=image-png-Aug-20-2026-01-46-46-5145-PM.png) ### Settings & Common Settings - **Year Group Selection:** Under **Display Settings**, specify which year group(s) parents can apply for on this specific form. - **Common Settings:** Found on the main Admissions dashboard, this tab sets default available year groups across all school forms. Custom settings saved inside an individual form will override common settings. - **Admin Display Settings:** Customise which data columns are visible on your internal administrative application tables. ##### Notifications Tab![](https://support.vsware.ie/hs-fs/hubfs/image-png-Sep-21-2026-12-16-34-1395-PM.png?width=670&height=396&name=image-png-Sep-21-2026-12-16-34-1395-PM.png) - Toggle automatic email notifications sent to parents when an application is submitted or when a status changes. - **Admissions Contact Email:** Enter your school’s dedicated admissions email address or whichever email address you'd like parents to use for queries. Automated updates sent to parents are read-only, so this field ensures parents know where to send direct inquiries.   ### Activating & Sharing Application Links![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-20-2026-01-58-27-0213-PM.png?width=670&height=322&name=image-png-Aug-20-2026-01-58-27-0213-PM.png) 1. Once configuration is complete, click **Activate** inside the form setup. 2. Return to the main **Admissions Overview** dashboard. 3. Locate the **Application Link** near the top of the screen and click **Copy**. 4. Publish this link on your school website or distribute it to parents via email. *Note:* A single link provides access to all active application forms published by your school. Applicants cannot view an active form until you share this link. ### The Parent Application Experience Please note that the full guide that can be shared with parents of prospective students using admissions can be found [here](https://support.vsware.ie/en/parents-using-vsware-admissions-?hsLang=en).  Parents of prospective students do not require a pre-existing VSware profile, username, or password. 1. **Accessing the Portal:** The parent clicks the school's shared link, enters their name and email address, and receives a secure access link via email.![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-20-2026-02-02-15-0787-PM.png?width=275&height=258&name=image-png-Aug-20-2026-02-02-15-0787-PM.png)   1. **Completing Forms:** Clicking the emailed link opens the applicant portal. The parent selects the appropriate form (e.g., *Incoming First Years 2027*). 2. **Stage 1 Submission:** - A banner displays that Stage 1 is in progress. - Parents enter basic details, select their current primary school from a searchable national drop-down list, add parent/guardian contacts, list siblings, and upload initial required files. - Format validation on fields like PPS numbers prevents common entry errors (such as entering a zero instead of the letter O). - Parents can download a PDF recap before submitting. 3. **Draft Savings:** Parents can pause and resume their application at any time using their secure email link.   ### Reviewing Submissions & Managing Application Statuses Go to **Admissions Center** \> select your form \> click **All Applications**. ### Viewing & Editing Applications - Click **View Details** beside any applicant to review their file, download a PDF summary, or view uploaded documentation. - Use the **Application Status** drop-down menu inside a student file (or perform bulk actions across multiple students from the main list) to update statuses: - **Pending Review:** Default status for newly submitted applications. - **Reviewed:** Internal tag to mark an application as checked before issuing an offer. - **Mark as Incomplete:** Sends an automated email notifying the parent that information is missing, providing a direct link to update and resubmit their form. - **Offer Placed:** Issues a formal offer to the parent with an acceptance deadline. - **Put on Waitlist:** Places the applicant on a waitlist if capacity is reached. - **Application Rejected / Withdrawn:** Marks the application as unsuccessful or withdrawn. ### Accepting Offers & Stage 2 When an offer is placed, parents receive an email notification allowing them to log in and accept or decline. - Once accepted, **Stage 2** unlocks automatically in the parent portal for medical, AEN, and additional document submission. - Administrators can also manually accept/decline offers or enter Stage 2 data on behalf of a parent if requested. ### Converting Applicants to Learners (Creating Student Records) Converting an applicant transfers all captured data - including student profiles, household contacts, medical history, AEN information, and uploaded documents - directly into your active MIS records. 1. Open **All Applications** (or an individual applicant record). 2. Select the student(s) who have accepted their offer and completed Stage 2. 3. Click **Convert to Learner** (or **Add New Student**). 4. The student record is created immediately and added to your dynamic admissions group (e.g., `Admissions - Incoming First Year`). ### Critical Order of Operations: PPOD Sync > **Important:** Always convert your students from Admissions into VSware **BEFORE** running your Department PPOD sync. > > Converting from Admissions first ensures the student profile exists in VSware with the correct PPS number. When PPOD syncs down afterward, it links directly to the converted record instead of generating duplicate accounts. ### Filtering, Exporting, and Upcoming Features - **Data Exports:** Use the export options on the **All Applications** screen to download applicant data into Excel/CSV formats. - **Filtering & Custom Criteria:** Use the dashboard filters to group applications based on specific criteria (such as applicants with siblings in the school or specific feeder primary schools) to assist in decision-making and manual waitlist ordering. - **Manual Lottery Numbers:** Open an individual applicant file to manually record assigned lottery numbers in the **Lottery Number** field and save. - **Upcoming Features:** Automated waitlist management workflows and built-in random lottery selection tools will be released to the module ahead of peak autumn admissions processing.               - [Frequently Asked Questions](https://support.vsware.ie/en/frequently-asked-questions?hsLang=en#main-content) - 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