Admission Management System | Student Admissions | Application & Merit Management

$ 99.03

v 19.0 Third Party

Availability	Odoo Online Odoo.sh On Premise
Odoo Apps Dependencies	• Invoicing (account) • Contacts (contacts) • Discuss (mail) • Employees (hr) • Website (website)
Community Apps Dependencies	Show Education Management System \| College ERP \| Campus Management
Lines of code	12085
Technical Name	`eb_admission_management`
License	OPL-1
Website	https://www.echobitzit.com
Versions	18.0 19.0

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Availability	Odoo Online Odoo.sh On Premise
Odoo Apps Dependencies	• Invoicing (account) • Contacts (contacts) • Discuss (mail) • Employees (hr) • Website (website)
Community Apps Dependencies	Show Education Management System \| College ERP \| Campus Management
Lines of code	12085
Technical Name	`eb_admission_management`
License	OPL-1
Website	https://www.echobitzit.com
Versions	18.0 19.0

Description
License

Admission Management System

Admission Management System turns your admission process into a seamless, digital workflow. Manage the entire student life cycle online. Streamline processes from custom web applications, merit-based tracking, admission rounds processing, dynamic allocation, and detailed admission dashboard, allowing you to issue offers seamlessly within your Odoo environment.

Why Teams Choose Admission Management System

Centralized online and offline admission handling

Allow students to submit applications directly via website forms. Collect custom fields natively and track their status visually in real-time through the CMS portal.

Intelligent Applicant Allocation and Merit Ranking

Setup automated Merit logic and configure admission Rounds. Process huge cohorts flawlessly, assigning qualified applicants based on your set priorities and institutional capacities.

Seamless Flow to Main Operations

When applications are offered and successful, the system automatically translates applicants into official "Students", ready for course enrollments and invoicing.

How Admission Management Creates Business Value

Eliminates Data Overhead & Errors

Replace disconnected Excel sheets and isolated portals. Standardized forms sync perfectly with backend Odoo structures directly upon registration.

Rich Dashboard Visualizations

Track application numbers, successful offers, and pending documents right inside a single dashboard. Real-time metrics allow immediate reaction to changing institutional intake needs.

Efficient Notification Tracking

Utilize automated email flows directly when application updates occur. Offers and documentation reminders run seamlessly from the portal configuration.

Applicant Dashboard

Review real-time application intake with easy-to-read graphical interfaces.

Dynamic Web Forms

Generate additional configuration fields visible instantly on applicant portals online.

Merit Processing

Assign score weights and calculate eligibility rapidly using customizable merit logic.

Targeted Allocation

Configure multiple intake rounds to allocate students properly across all programs.

What is Admission Management System?

The Admission Management System is a native Odoo 19 module that acts as a core intake engine for educational organizations. Stop running chaotic registrations across spreadsheets or unreliable online forms. Handle customized portal creations, document acquisitions, multiple admission phases, dynamic formula-driven merit rankings, and finally direct candidate offers, all natively inside your ERP.

By combining portal frontends with backend workflows, admin operators retain clear vision across pending, accepted, rejected, or waitlisted applicants. When the admission procedure completes favorably, applicants are formally transitioned to standard Odoo students with all linked information securely ported forward, completely removing administration re-entry tasks.

Streamlined Portals

Applicant web portals allow users to register securely, fill standard forms, upload required identity or educational documents, and track updates immediately.

Custom Questionnaire Fields

Build specific programmatic questions or requirement fields via `Additional Fields` directly connecting websites form data to Odoo candidates natively.

Batch Merit Assessment

Tired of sorting individual applicants? Configure sophisticated scoring metrics and execute automated rules against grouped rounds automatically.

End-to-End Success

Confirmed candidates natively process to Odoo Partners, generate fee invoicing dependencies, and align with `eb_cms` student management workflows perfectly.

KeyFeatures

Everything your institution needs to onboard students effectively

Online Admission Forms

Securely publish admission forms with clearly defined start and end dates, so applications are accepted only within the authorized period and the process stays controlled and transparent.

Application Tracking

Track each applicant seamlessly from form submission and evaluation to confirmation and final enrollment, with every stage managed in one clear and streamlined workflow.

Custom Form Fields

Add flexible form fields like text inputs, file uploads, and dropdown selections to capture complete applicant details.

Merit Score Engine

Automatically calculate merit scores using configurable rules for fair and consistent applicant evaluation.

Merit List & Allocation

Generate merit lists and run smart seat allocation rounds for efficient, transparent admissions.

Rounds

Plan admission rounds, manage seat distribution, and monitor overall process performance.

Offers

Send admission offers and track acceptances, rejections, and response deadlines in one place.

Fee Token & Invoice

Generate admission invoices and monitor payments.

Admission Dashboard

Get real-time admission insights with key KPIs and live activity snapshots for faster, data-driven decisions.

Reviewer Workflow

Assign reviewers to each admission form and notify them instantly upon form release, so evaluations can begin without delay.

How It Works

Transform admissions logic across four direct structured steps

Initialize Portals

Create Custom Application Field schemas globally. Launch external admission phases seamlessly directly within Website components.

Gather Candidates

Applicants navigate through public portals registering personal fields and uploading prerequisite documentation into Odoo's core natively.

Evaluate Rules

Define specific automated algorithms. Rank accumulated applications based precisely upon configured merit factors correctly.

Approve Enrollments

Run Batch Allocations inside configured Rounds, issuing offers immediately via tracked emails leading precisely to formal enrolled students.

Feature Deep Dive

Explore every capability in detail

Dynamic Website Intake Forms

Easily deploy and toggle full submission portals directly via Odoo's Websites module without writing extensive template code. Control forms efficiently inside the ERP framework intuitively.

Extra Application Fields

Capture programmatic elements such as custom identification options, hobbies, or specific historical inquiries organically via dynamic Custom Form Field mappings.

Applicant Verification Types

Sort differing candidates using internal `Admission Type` architectures (e.g. Masters, Scholarships, General Registration) applying variable validations immediately upon form submissions natively.

Web Architecture Features

✓ Form Generation

✓ Native Uploading

✓ Portal Document Views

✓ Extra Config Options

✓ Candidate Portals

✓ Real-time Application Logic

Immediate Connection Structure

Applicant submissions sync right into Admissions Back-Office lists preventing any disconnected paperwork.

Activating the Admission Management System module will automatically activate the College Management System module, because the College Management System is its core module.

Settings → Users & Companies: for the Administrator user, set “Access for Admission Management” = Admin and “Access for Core Module” = Admin.

User access mapping: select roles in “Access for Admission Management” and “Access for Core Module” based on the user type (Principal, HOD, Admission Officer, Reviewer).

Employees → Departments: create a new Department record (example: “Departments of Agriculture”).

Employees: create a new Employee (name + email), select the Department, then click “Create User”.

Settings → Users: for the employee user, set “Access for Admission Management” = Admission Officer and “Access for Core Module” = Employee.

Settings → Users: assign HOD role by setting both “Access for Admission Management” and “Access for Core Module” = HOD, then click “Create Employee”.

Employee form: select the Department for the created employee and save the record.

College Management System → Configuration → Academic Years: create an Academic Year and enable “Current Academic Year”.

College Management System → Configuration → Semesters: create a new Semester record.

College Management System → Configuration → Buildings: create a new Building record.

Academics → Programmes: create a Programme by entering the name and selecting the Type and Department.

Academics → Courses: create a Course by entering the Name, Department, and Faculty (syllabus is linked afterwards).

Academics → Syllabus: create a Course Syllabus by selecting the course, entering hours/marks, then adding Units & Topics.

Course record: link the created syllabus by selecting it in the “Syllabus” field on the course.

Academics → Programme Offerings: create a Programme Offering (programme + total seats), then click “Add a course” to add offered courses.

Create Course Lines wizard: select the Semester and Course, then click “Save & Close”.

Student → Classes: create a Class by selecting Programme Offering and Semester, add Batch lines, then save.

Settings → Users: confirmation screen showing the employee user has been granted Admission Officer access rights.

Settings → Users: grant Principal access rights, and in Human Resources → Employees set “Officer: Manage all employees”.

Settings → Users: confirmation screen showing the user has been given HOD access rights.

Configuration → Admission Form Configuration: create the Admission Form and select/create a Merit Rule in Additional Settings.

Merit Calculation Rule wizard: create a merit rule and add merit components with weights totaling 100%.

Admission Form Configuration: after creating the admission form, click “Publish”.

Website portal: the published “Admissions - 2026” form appears under Admissions → Open Admission Forms without requiring user login.

Website portal: click “Apply Now”, fill the applicant details, upload required documents, then click “Submit Application”.

Admission Officer view: Admission → Admissions shows the submitted application record with status “Applied”.

Configurable Merit Logics

Design evaluation formulas specifically factoring candidates grades, uploaded scores, or priority factors globally. Standardize acceptance logic securely preventing arbitrary operational assessments perfectly.

Dashboard Pipeline Views

Centralize pending reviews utilizing native analytical Admission Dashboards providing pie charts, progress bars, and intake capacity reviews consistently keeping stakeholders updated accurately.

Individual Applicant Checks

Navigate individually submitted credentials rapidly in single-view cards identifying missing prerequisites alongside direct portal interaction pathways inside backend operations globally.

Processing Example Workflows

Define Qualification Rules

Identify formula variables calculating automatic thresholds mapping straight incoming candidates effectively.

Approve Intake Documentation

Analyze required materials validating candidate statuses natively inside intuitive structured kanbans accurately.

Execute Bulk Rating Actions

Calculate results processing gathered pools entirely through programmatic algorithms easily preventing delays sequentially.

Admission application → Documents tab: toggle “Initial Docs Submitted” and “Full Docs Submitted” after receiving the applicant’s documents.

Merit Calculation tab: enter 10th% and 12th% marks under “Board Exam Results”, then click “Compute Merit Score”.

Merit Calculation tab: after computing, the merit score is generated in the “Calculated Merit” section.

Applicant record: uploaded documents can be previewed directly in the right-side viewer panel.

Admission Form Configuration: submitted admission applications appear in the admissions list with their current status.

Admission Form Configuration: click “Deactivate” to stop the admission form (Live) from accepting new applications.

Admission Form Configuration: after merit scores are computed for all applications, click “Generate Merit List”.

Phase Management Processing

Generate multiple Admission Rounds targeting varying programs and periods efficiently organizing intake volumes based systematically upon academic timelines accurately.

Program Allocations & Cap Control

Allocate sorted merit candidate pools actively directly securing capacity limits programmatically ensuring classes aren't overfilled inside active phases effectively natively.

Automated Sort Functionality

Utilize comprehensive distribution allocations executing placement actions entirely reducing huge sorting procedures into one-click functionalities inside configured round windows accurately organically.

Allocation Wizard Features

✓ Setup Date Windows

✓ Prevent Overflow Intake

✓ Generate Sub-Allocations

✓ Identify Disqualified Intake

✓ Auto Waitlist Assignment

✓ Centralize Candidate Routing

Capacity Flow Validation

System automatically verifies program capacities cross-referencing available allocation spaces ensuring transparent fair assignment handling globally natively practically.

Admission Form Configuration: after the merit list is generated, click the “Schedule Round-1” button.

Schedule Round-1 wizard: enter the Round Name and Token Amount, then click “Schedule”.

Admission Rounds: open the created round record and click “Open Round”.

Open round: after opening the round, click “Update Merit List” to load candidates into the round allocations.

Merit allocations: candidates are placed into Main List and Waiting List based on available seats (status shows Pending).

Programme Offering seat cap: total seats (20) define how many candidates go to Main List; extra candidates move to Waiting List.

Formal Offer Generation

Prepare verified allocation assignments producing valid Candidate Offers programmatically integrating email frameworks communicating success outcomes interactively seamlessly effortlessly natively.

Applicant Acceptance Portals

Allowed candidates navigate interactive portal instances confirming or rejecting issued institutional offers formally documenting decisions globally immediately practically within ERP interfaces actively natively.

Core Educational Conversions

Verified confirmations trigger comprehensive state updates migrating valid inputs establishing primary res.partner records converting external candidate applicants entirely inside integrated CMS structures flawlessly permanently.

Resulting System Behaviors

Automated Email Disclosures

Notify successful selections utilizing generated formatting natively integrating dynamic data fields interactively effortlessly organically internally properly universally natively seamlessly effectively rapidly practically securely dynamically.

Billing Connections Maintained

Advance successfully enrolled users integrating initial billing requirements establishing accounting invoice components securely centrally functionally natively rapidly structurally functionally seamlessly securely natively effectively logically intuitively directly completely intelligently.

Allocate Offers wizard: click “Allocate Offers”, select the applicant in Allocation, then click “Allocate”.

Round record: after allocation, the offer appears in the “Offers” smart button and in the Offers tab (state: Offered).

Admission Offer record: to accept an offer, click “Create Invoice” first and then click “Mark as Accepted”.

Offer record: click “Create Invoice”, then open it using the “Invoice” smart button.

Customer Invoice: confirm/post the invoice and then click “Pay” to register the token payment.

Offer record: once “Token Paid” is enabled, the “Mark as Accepted” button becomes clickable.

Offer status: after acceptance, the offer moves to Accepted (green Accepted ribbon).

Admission record: in the Offers tab the offer shows Accepted, then click “Verify” to continue processing.

Enrollment state: the admission application is enrolled as a student (stage: Enrolled).

Students list: the enrolled student record appears under the programme offering (example: BSc in Agriculture).

Merit List: applications that exceed available seats remain in the Waiting list (state: Pending).

Main List: all applications with list type Main are displayed in the Main List model (state: Offered).

Round completion: when offers are accepted or withdrawn, click “Close Round” to finalize the round.

Vacant seat detected: when Vacant Seats is greater than 0, click “Schedule Next Round” to create a new round.

Round 2: open the second round and click “Allocate Offers” to allocate the remaining candidate(s).

All seats filled: Vacant Seats becomes 0 once the intake is complete.

Classes model: class batches and the total number of students in the class are displayed.

Parents model: the student’s parents/guardians are listed with relationship and contact details.

Core module dashboard: overview charts for programmes by type, students by department, and recent offerings.

Admission Management dashboard: key metrics for applications, offers, allocations, rounds, token payments, and collection rate.

Do applicants need to log in to apply?

No. Once an admission form is published, it can be shown under the website Admissions menu and applicants can submit it without logging in (as configured).

How are merit scores calculated?

Merit is computed using the configured Merit Calculation Rule (components + weights). Admission officers enter marks (10th/12th/entrance/interview) and click “Compute Merit Score”.

Can I run multiple rounds for the same intake?

Yes. After generating the merit list, you can schedule Round-1 and then schedule subsequent rounds when seats are still vacant (Schedule Next Round).

What happens when seats are full?

Seat allocation respects the Programme Offering capacity. When Vacant Seats becomes 0, no further allocations are required and the intake is considered complete.

How does offer acceptance and token payment work?

Offers are allocated from rounds. To accept an offer, create the invoice, register payment (Token Paid), and then mark the offer as Accepted.

Can I customize the admission form fields and required documents?

Yes. Use Admission Form Configuration and Additional Fields to define extra questions, and configure required uploads so applicants submit documents during application.

Book a Demo or Watch Admission Management System in Action

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