Admission cycles

An admission cycle is the intake window your school uses to collect applications for a specific academic period. Every application in Edurie belongs to exactly one cycle, so creating and configuring a cycle correctly is the essential first step before any applicant can apply. You control the cycle's availability, form fields, and document requirements — and you can adjust these settings while the cycle is still in draft.

Cycle status lifecycle

A cycle moves forward through four statuses. You cannot skip a status or move backward.

draft → open → closed → archived

Note: Transitions are one-way. Once a cycle is archived, it cannot be re-opened. Archive only when you are certain no further admissions actions are needed on that cycle.

Creating a cycle

Every cycle must be tied to an academic period. Optionally, you can scope a cycle to a specific program or academic level so that only relevant applicants can apply through it.

1. Open the Admission Cycles list — Navigate to Admissions → Cycles in the sidebar. Click New cycle to open the creation form.
2. Set the cycle identity — Enter a unique Code (used in filters and reports), a human-readable Name, and an optional Description. The code must be unique within your school.
3. Attach an academic period — Select the Academic Period this cycle belongs to. Applications converted under this cycle will produce enrollments in that period. You may also optionally select a Program and Academic Level to narrow the cycle's scope.
4. Configure availability windows (optional) — Set Opens At and Closes At timestamps if you want the cycle to open and close automatically. You can also set a Max Applications cap — once reached, the cycle stops accepting new submissions even if it is still technically open.
5. Define document requirements — Under the Requirements section, add each document type your applicants must submit (for example, birth_certificate, form_138, id_photo). Each entry becomes a requirement that Edurie uses to track upload and verification status per applicant.
6. Save as draft — Click Create cycle. The cycle is saved with status draft. You can continue editing it — including the custom form fields — before going live.
7. Open the cycle — When you are ready to accept applications, click Open cycle. This transitions the status to open and applicants can now see and submit applications through the portal.

Configuring custom form fields

Edurie lets you build a dynamic application form for each cycle. Custom fields appear on the applicant-facing form in addition to the standard personal details fields. You can add them at any time while the cycle is in draft — and you can update them after the cycle opens, though changes will not retroactively affect already-submitted applications (Edurie snapshots the form at submission time).

Supported field types

Conditional visibility

Each field can carry a visibleIf rule that shows or hides it based on the value of another field in the same form. This lets you build branching forms — for example, showing a "Previous institution name" field only when the applicant answers "Yes" to "Have you attended another institution?".

Tip: Use sectionLabel on a field to group related fields under a visible heading in the applicant form. This improves readability without creating separate form pages.

Opening and closing a cycle

Opening a cycle

When you are ready to accept applications, open the cycle from the cycle detail page. This transitions the status from draft to open and applicants can immediately begin submitting through the portal.

Closing a cycle

Closing a cycle stops new applications from being submitted. Applications already in progress are unaffected and continue through the review workflow normally.

Archiving a cycle

Archive a cycle once all applications have been fully processed — accepted, rejected, or enrolled. An archived cycle is read-only.

Warning: You cannot archive a cycle that still has applications in an active review state (submitted or under_review). Resolve all pending applications before archiving.