Following our introduction to the Student Profile interface, this article takes a closer look at what administrators can do from the profile, and why the Latest Activity section is a key tool for tracking student engagement and staff interactions.
In addition to the top panel and right-side details, the middle section of the student profile offers a powerful suite of tools designed to support your school's application tracking, internal coordination, and student engagement. These tools help administrators manage each student record with precision and care. Let’s explore each one in detail.
Admin Profile Actions: Tools at Your Fingertips
- Indicator Log: visible only if your school uses the CRM module. The Indicator Log provides insights into how a student or family has engaged with your school. Click here to learn how to fully utilize indicator logs for admissions tracking.
- Tasks: this section allows you to assign tasks related to the student to internal staff members. It is a great tool for internal coordination and ensuring no student falls through the cracks.
- Checklist: view the student’s individual checklist and track their progress against required steps. If items are outstanding, and the student has been inactive, you can send a reminder. You can also add a custom checklist item for a specific student when unique documentation or steps are needed.
- Notes: use this section to leave internal notes on the student's profile. You can CC specific staff members to notify them of the note. Notes will also appear in the Latest Activity feed for visibility.
🔒 Internal Only: These notes are not visible to parents, making this feature ideal for confidential communication within the team.
You can also send a message to the family from this section, choosing which parent/guardian to notify.
⚠️ Please note: Email templates are not available here—messages must be written from scratch.
- Files: View all files uploaded by parents, whether via Form fields, Checklist items or Direct uploads. Admins can also upload files manually, such as report cards, evaluation forms, or notes. Files can be marked as internal so they are hidden from parents.
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Events: efficient event management ensures smooth coordination across teams and accurate attendance tracking. Admin users can:
- Manually book a student onto an event (e.g., open day, assessment day)
- Manage bookings made by families
- Update attendance statuses for completed events
- Interview: if your admissions process includes interviews, you can schedule them directly from this section. This feature is only accessible to admins—parents cannot book interviews themselves. When scheduling an interview on the admin's side, make sure to select 'Confirm Interview Date with Applicant & Family via email' so that parents are notified.
- Donations & Volunteer Hours: visible only if your school has subscribed to the Advanced module. Track donations made by the family and volunteer hours contributed, particularly valuable once the student becomes an alumnus. This feature is useful for development and alumni relations teams managing long-term family engagement.
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Fees: view all student-related invoices and their payment statuses. Admins can:
- Send fees directly to the family
- Monitor outstanding balances
- Reconcile payments and mark student as paid if parents have chosen to pay by cash, check or bank transfer.
Latest Activity
The Latest Activity section provides a chronological log of all actions related to the student, offering a complete snapshot of their engagement and key updates.
Actions recorded in this section may be performed by:
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Parents or guardians – e.g., when they:
- Start an enquiry
- Submit an application form
- Register for an event
- Pay a fee
- Complete a checklist item
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Admin users – e.g., when they:
- Change the student’s status
- Send a message to the family
- Create or edit an invoice
This section is particularly useful for:
- Tracking student progress across different stages
- Understanding the timing of key interactions
- Ensuring visibility and accountability across the admissions team
Think of Latest Activity as the “audit trail” of everything happening around a student’s journey—essential for staying informed and organized.
✅ Final Tip
The Student Profile is more than just a record—it’s a command center that supports every stage of a student’s journey. Mastering its tools will help your team provide better service, faster responses, and more accurate reporting.