Kanban Overview

We use Kanban to visually represent the status of a Course, Prospect or Service Application. It's a structured drag and drop style management of your applications to make it easier to track where they are in the process. 

Finding the Kanban Settings

Depending on which Application Process you are attempting to edit, this will affect where you need to navigate to. Use the below to help you find the right place!

• Course Applications - Administration → Lookups → Course Applications Setup
• Prospects - Administration → Lookups → Prospects Setup
• Service Applications - Administration → Lookups → Group Application Setup

Setup Page Overview

When you first navigate to the Setup view, the following window will appear. 

1. Online Forms - This refers to the Forms used to collect information from a student. You can use this page to create a custom form that can be completed by the student to apply for a course, express interest in a course or request access to a service. New forms will appear in the first column of the Kanban Board for processing.
2. Statuses - This is a great way to add an additional layer to each Kanban Column Heading. It doesn't always make sense to have a column for each part of the process. In this case, you can use Statuses as a way to apply one or more statuses to a column header. For example; statuses could include Applied, Incomplete, Conditional Offer, Interview Booked, Invitation, Offer Accepted etc.
3. Kanban Settings - This refers to the column headings on the board. We use these columns as a way to pass applications through a staged approach until they are done. For example; headings could include New, Under Review, Offer Pending, Closed/Enrolled.
4. Brands - Brands gives you the ability to apply a custom logo and header colour to an Online Form. Great for those organisations who may provide a collaborative offering, or who have multiple businesses under one platform.
5. Form Preferences - This lets you make additional adjustments to settings that exist behind the Online Forms.

Online Forms

Creating an Online Form will save you time during the information collection process. It gives students the ability to answer your question and have that information included against that record. 

You can use this page to create a custom form that can be completed by the student so that they can apply for a course, express interest in a course or request access to a service.

1. + New - Create a new Online Form.
2. Search - Search for an Existing Form to View, Edit or Duplicate.
3. Edit- These three icons allow you to edit and duplicate existing forms.
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      1. Edit Web Form - Edit the physical Online Form. 
      2. Edit - Edit the settings that exist behind the Online Form. 
      3. Copy - Create a duplicate of an existing Online Form. 

Statuses

This is a great way to add an additional layer to each Kanban Column Heading. It doesn't always make sense to have a column for each part of the process. In this case, you can use Statuses as a way to apply one or more statuses to an enrolment when in one column. 

1. + - Create a new Status.
2. Search - Search for an existing Status.
3. Kanban Status - This refers to which column the Status is applied to. Refer to your Kanban Settings to change these options.
4. Email Template - To assist in the automation process, you can choose to have an Email Template made available and to be sent when a Status is changed.
5. Duplicate Status - If checked, the system will automatically apply this Status to a Course Application that it deems to be a Duplicate.
6. Enabled - If checked, this Status will be available and is Active. To disable this Status simply uncheck the Enabled box.
7. Edit or Delete - You can either Edit the settings of the Status or Delete an existing Status.

Kanban Settings

This refers to the column headings visible on the board. We use these columns as a way to pass applications through a staged approach until they are done.

1. + - Add a new Kanban Status.
2. Name - To edit the Status, click on the Name of the Status you wish to edit.
3. Enabled - If checked, this Status will be available and is Active. To disable this Status simply uncheck the Enabled box.
4. Order Number - This will determine the order of the columns on the Kanban Board.
5. Delete - Delete an existing Status.

Brands

The Brands page gives you the ability to apply a custom logo and header colour to an Online Form. Great for those organisations who may provide a collaborative offering, or who have multiple businesses under one platform. 

1. + New - Add a new Brand option.
2. Logo - This shows the Logo that has been applied to the Brand.
3. Header Colour - This shows you the HEXA Code used for the Header Colour.
4. Layout Colour - This shows you the HEXA Code used for the Layout Colour. This will adjust the colour of the background, so we always recommend keeping it white (#FFFFFF).
5. Edit - Edit the settings of the Brand.
6. Toggle - Use this to Enable or Disable the Brand as an available option.

Form Preferences

This lets you make additional adjustments to settings that exist behind the Online Forms. 

1. Edit - To make changes to the Form Preferences, click this button.
2. General- These are general settings that apply to all Online Forms.
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      1. Hide Password Login Section - This will hide the Username and Password fields on the Login pop-up, meaning that only an email is required to verify.
      2. Hide Email Verified Login Section - This will hide the Surname and ID fields on the Login pop-up thus allowing only Password Login.
      3. Email Verified Login Email Template - This is where you can choose the appropriate Email Template to be sent.
3. Course Applications - These are settings that refer specifically to the Course Applications Process.
4. Allow Application Submission without Payment - This means that a student is not required to make payment in order to submit an application for a course.
5. Service Applications - These are settings that refer specifically to the Service Applications Process.
6. Allow Application Submission without Payment - This means that a student is not required to make payment in order to submit their application request for a service.