Custom Statuses let you define internal-only status labels beyond the standard ones (e.g., Conditional Accept, Awaiting Interview, Withdrawn-Distance) for Admissions and Enrollment. They're admin-facing only, never visible to parents in the Parent Portal. Custom enrollment statuses don't appear in the Enrollment Report, but they do count in the Admissions Funnel and Admissions Report.
💡Quick Answers
- Where do I create a custom status? Settings > Fields & Data > Custom Statuses > click the green plus next to Custom Statuses. Any admin with the Data permission can create one.
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What do I fill in when creating a custom status? Name (must be lowercase, use underscores for spaces, e.g.
conditional_accept), Stage (which funnel stage to attach to, see Dashboard Current Counts for stage definitions), and Type (Active, Inactive, or Waitlist). - What does each Type do? Active means the student is still working through the workflow. Inactive means they've stopped at that stage. Waitlist marks a custom waitlist reason. Note: Inactive custom statuses do NOT automatically apply the Former Student role; you'll need to do that manually.
- How long until my new custom status appears in the system? A couple of minutes. After that it shows up in Dashboard counts, filter options, and search and reports.
- What can I edit on an existing custom status? Only the Type. Name and Stage are locked. To change either, create a new custom status, then delete the old one and pick a fallback status (every contact in the old status merges into the fallback).
- Why don't I see my custom enrollment status in the Enrollment Report? Custom enrollment statuses are excluded from the Enrollment Report by design. They DO appear in the Admissions Funnel and Admissions Report, just not the Enrollment Report. If you need it counted there, use a standard status instead.
In this Article
Create a Custom Status
Any Admin with data permissions can navigate to Settings > Fields & Data > Custom Statuses to create a new custom status.
Click on the green plus sign next to Custom Statuses in the upper left to add a new status.
The Custom Status Details window will open. Within this window, you will set the following:
Name: This is the name of your custom status, which is internal-facing only and not visible to parents. It must be typed in all lowercase, as indicated in the details window. Using underscores will create a space in the name. For example, to add a custom status named 'Conditional Accept', you would input 'conditional_accept' as the name.
Stage: This indicates in which stage of the Admissions or Enrollment process you want the custom status to appear. You can see a list of all stages and what statuses comprise each stage within the current counts section of your Dashboard.
Type: This indicates the type of custom status you are creating. Choose from three options:
- Active: This indicates that the student is still active and working their way through the Admissions/Enrollment workflow.
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Inactive: This indicates that the child is no longer active in the workflow at a particular stage of the process.Â
- Changing a student's status to a custom inactive status will not update their role to Former Student automatically. If they should be marked as Former Student, this will need to be done manually.
- Waitlist: This indicates a custom reason for a student to be waitlisted.
Click the Submit button to save your status.Â
After a couple of minutes, you should see your custom status in the assigned stage within the current counts of your Dashboard, in your filter options, and within search and reports.
Edit or delete a Custom Status
Any admin with data permissions can navigate to Settings > Fields & Data > Custom Statuses to view your existing custom statuses. On this page, you can Edit or Delete any status by clicking on these actions along the right side.
- While you can edit the Type of custom status (i.e. active, inactive, or waitlist), you cannot edit the Name or Stage for an existing custom status. If you need to change one of these options, you will need to create a new custom status, delete the existing one, and merge the two. Read the section below for details.
- If you need to delete a custom status, you will need to select a fallback status. All contacts with the custom status you are deleting will be merged into this fallback status. You can choose any standard or custom status as the fallback status.
Click the Submit button to confirm the delete and merge action. It may take a couple of minutes for all students to be changed to the new status.
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