• Create your Admicity User Account by clicking on the link in your invitation email and log into Admicity.
• In School Settings, click on the MIS Integration tab. Enter the SIMS Database Name and Server name and press Save. You can get this information from the connect.ini file in the SIMS folder on your C Drive.
• Generate an Admicity Application Token (Settings > New Token), copy it and keep it safe.
• Download the Admicity Connector (EU schools select the EU version).
• Install the Admicity Connector on the same device as the SIMS server.

Database cleanup

• Go to Tools > Housekeeping in SIMS and run Delete Unlinked Persons, Delete Unlinked Contacts, and Delete Admission Applications to clean up your database before going live. This may take a while if you have a lot of old data to get rid of. If SIMS freezes from trying to delete too many records at once, you'll need to do this in batches. Having a clean database will significantly reduce the time your Admicity / SIMS syncs take to complete.

Intake Group cleanup

• Review your intake groups (Routines > Admission > Admission Groups > Setup): deactivate or delete old groups and ensure only current in-year groups and future intake groups are active. There should be no intake groups relating to previous academic years that are still showing as Active. If you still have applications sitting in old intake groups, either transfer them to the relevant in-year intake group or delete them.

Lookup List cleanup

You'll need to review all the SIMS lookup lists that will be used by Admicity (Tools > Lookups > Maintain): Remove any redundant entries and duplicates, check spellings, and clean up anything that looks out of place. You should do this before any of your staff start to use Admicity and it must be done before any parent invitations are enabled. Every lookup list mentioned below must include the option 'Other'. The option 'None' must be made inactive if it appears in any of your lookup lists. It's also very important to make sure there are no duplicate or overlapping conditions on any of the lists (e.g. having both Epilepsy and Seizures on the Medical Condition list) or both ADD and ADHD on the SEN list, as this will prevent the filters from working effectively.

• Medical Conditions: Keep this list short so it contains only a standard list of common medical conditions plus any specific conditions that your current students may have and an Other option. We recommend listing Allergies as two options: Allergy - Anaphylactic and Allergy - Non-Anaphylactic. An allergy care plan workflow can then be used to define the specific details of the allergy e.g. triggers, response and medication. SEN conditions should not appear in the Medical Conditions list unless there is a possibility that they may require medication as well as classroom support (e.g. ADHD).
• Medical Events: The Medical Events lookup is where illnesses and injuries belong; these should never appear in the Medical Conditions list. Keep the list to a reasonably short list of common illnesses and an Other option.
• SEN Conditions: The SEN Conditions lookup should make it clear to parents which option(s) apply to their child. Make sure each main category is covered. The specific detail of each child's condition and how it is managed can then be obtained via an automated SEN workflow. E.g. ASD, ADHD, Speech and Language Difficulty, Hearing Impairment, Visual Impairment, Cognitive Impairment, Social and Emotional Need, Mental Health, Physical Disability etc. Make sure an Other option is included.
• Parental Consent: Parental Consent lookup descriptions must be clear so parents know what they are consenting to.
• Dietary: The Dietary lookup list should only contain a list of standard dietary requirements, plus any dietary requirements that your current on-roll students have and an Other option.
• Transport: The Transport lookup list should only include the ways that a child can actually get to your school. Make all irrelevant options inactive and make sure you include an Other option.
• Ethnicity: Ethnicity lookups (language, nationality etc.) are statutory and you will not be able to delete items from them. If your lists are very long and contain items not relevant to your intake, you can deactivate them. Make sure there is a Refused option and an Other option in each list.

• Enter your School Name, DfE Number, and Profile Change Notification email at the top of the page; a dedicated notification mailbox with mailbox rules works well for routing alerts to the right staff.
• Auto Reminder settings control how frequently the system chases unregistered contacts and unconfirmed profiles; set any to 0 to disable. The Enquiry form notification email and Notes fields are also on this page.
• Toggle switches allow you to hide irrelevant groups (Boarder, House), enable invitation types for each account type, and enable parent notifications for profile updates.
• All the account creation invitation settings are switched off when your school is first connected to Admicity, so you can choose when each group goes live. Move the Disable Application Parent Invitations, Disable Student Invitations and Disable Employee Invitations sliders to white when you are ready. Student Parent Invitations are switched on by year group: click on the Manage button and select the year groups.
• At the bottom of the page, use Enable Sync to configure which days, frequency, and time window the sync runs; Enable Photo Sync has its own separate schedule, and syncing photos will slow the system down, so do not schedule it more than once a week unless absolutely necessary.

• School Admin has full access to everything in Admicity, including School Settings. Member of Staff and Senior Member of Staff can view and update student information and create forms, groups, and reports but cannot access School Settings. Staff accounts are added manually via User Invites.
• Parent, Employee, and Student accounts are enabled via invitation toggles in General Settings. Parent invitations can be enabled separately for applicant and on-roll parents, and different permissions can apply to each group via Manage Access. Parent invitations require parental responsibility to be ticked and no court order on the contact's record. Student accounts are mainly used by schools with sixth forms.
• The Manage Access page controls what each role can see and do within student and applicant profiles, with three levels: View, Edit, and Hide. Permissions can differ between on-roll and applicant profiles.
• Only the School Admin role can configure Manage Access settings; click Assign Permissions after making any changes for them to take effect.

Manage Access

• View: the user can see the section but cannot change it
• Edit: the user can see and change the section
• Hide: the user cannot see the section
• Select View, Edit or Hide in the role's column on the section's row.
• Select ASSIGN PERMISSIONS at the top of the table. Your changes are not saved until you do this.
• Parents can have different access to an applicant's profile and a student's profile. For example, hide Medical Notes and Medical Events from applicant parents, and set the Basic and SEN sections to View for student parents, so they cannot change a child's legal name or overwrite the SEN register.
• The staff rows control what a School Admin can see and change on a staff profile, and what an employee can see and change on their own profile in MY PROFILE. They can only be set for School Admin and Employee.
• These rows control the newer sections of the profile:
• Applicant Admissions Categories, where staff need Edit to tick the categories and parents can have View or Hide
• Student Medicine at School, where parents have View to begin with
• Student Pupil Premium and Young Carers, and Applicant Pupil Premium and Young Carers
• Independent schools do not use the Pupil Premium and Young Carers or Welfare sections. Admicity hides them for all roles when an independent school is added to the platform.

Student profile access

• A School Admin can stop an employee, or an employee group, opening particular students, applicants or groups. The member of staff cannot open those profiles, and the students are left out of their lists, forms and reports. Parents are not affected.
• To add a restriction:
• Select ADD RESTRICTION under Student profile access, at the bottom of the Manage Access tab.
• Select Employee or Employee group.
• For an employee, type a name in the Employee box and choose them from the list. For an employee group, choose the group from the Employee group list.
• Select NEXT.
• To exclude a group, choose it under Excluded student groups and select ADD GROUP.
• To exclude a student or an applicant, choose them under Excluded individual students or Excluded individual applications.
• Select SAVE.
• SAVE stays grey until at least one exclusion has been added. Each employee or employee group can have one restriction.
• The restrictions are listed under Student profile access, with the subject and what is excluded. To change a restriction, select the pen on its row. To remove it, select the bin, then select REMOVE.
• On the Profiles page, a profile the member of staff cannot open is shown in grey, marked Restricted.

• To add a new user, go to the User Invites tab, click Add User, enter their email and role, and click Send Invite. The recipient completes registration via a link in the email. Parent does not appear as a role option here as parent accounts cannot be generated manually.
• Parents eligible for an Admicity account appear on the Parent Invitations page. Invitations are triggered automatically from Accepted applicant or on-roll student contact records and are fully personalised for each group.
• Parent invitations are valid for seven days. Each invitation has a status of Sent, Expired, Failed or Completed. Re-send expired invitations by selecting one or more contacts, or the checkbox at the top of the column, and pressing Resend Invites. Parent user accounts can be filtered by Student or Applicant parent as well as by the columns.
• If invitation toggles are not enabled in General Settings, status columns on the Parent Invitations page will be empty. If no eligible contacts exist for a student, all columns except the student name will also be empty. Invitation activity can be downloaded using the download icon.

Inviting a member of staff

• Select the User Invites tab, then ADD USER.
• Enter their email address.
• Choose their role: Member Of Staff, School Admin, Employee or Senior Member Of Staff.
• Select SEND INVITE.
• The new user opens the registration link in the email, enters their name and creates a password. This completes the registration and lets them sign in.

The User Invites list

• The list shows each invitation's email address, its status, the date it expires and the date the account was created. The status is Pending until the account is created, and then Completed. An invitation that was not used in time shows Expired, and one that could not be sent shows Failed. Use the filter icon above the list to filter the invitations by any of these columns.

• The Parent Invitations tab shows each eligible contact with the status of their invitation:
• Sent, the invitation has been sent and has not been used
• Expired, the invitation is more than 7 days old and has not been used
• Failed, the email could not be sent
• Completed, the parent has created their account
• To send expired invitations again:
• Select the filter icon, choose Expired under Status and select Apply filters.
• Tick the contacts, or tick the box at the top of the column to choose every contact on the page.
• Select RESEND INVITES.
• The RESEND INVITES button appears once a contact has been ticked, with the number of contacts selected next to it.
• Use the list at the top of the table to show all contacts, or only the contacts of applicants or of students.
• If no status is shown, the invitations are switched off on the General tab.
• To download the list of invitations, click on the download icon and choose Download XLSX or Download CSV.

SIMS Communications Permissions

• On the MIS Integration tab of School Settings, under SIMS Communications Permissions, you can choose which boxes Admicity ticks in SIMS for the parents of applicants and students who are eligible for an Admicity parent account: InTouch Communication, Pupil Report and Correspondence.
• Other third-party applications need these boxes ticked to sync with SIMS, but Admicity does not need them for its own integration. Each tick is saved straight away. If parent invitations have not been enabled for applicants or students, this information cannot be synced.

• To create a category, click New Category, choose a name and colour, and save.
• Each category is assigned a colour, which appears alongside forms and groups in list views for easy identification.
• Categories must be created in School Settings before they can be assigned to forms or groups.
• The more categories you create, the more filter options you have when managing forms and groups.

• Sync failures can be caused by a record being changed during a sync, or by a dropped connection with the SIMS server.
• If a failure occurs, check whether it recurs at the next scheduled sync before investigating further.
• In addition to automatic syncing, you can trigger a manual sync for specific data types by selecting the type from the dropdown and clicking Execute Sync.
• A manual sync forces an immediate update for the selected data type and does not replace or affect the scheduled automatic sync.

• The Medical Conditions introductory text guides parents on how to use the list; make sure it directs parents to select 'Other' if their child's condition is not on the list.
• The SEN Conditions introductory text appears above the imported SIMS lookup list; if SEN is set to Edit for applicants and View only for on-roll students, structure the text with separate instructions for each group: applicants need guidance on selecting conditions, while on-roll parents need to know they cannot edit this section and who to contact if something needs updating.
• The Passport and Vaccination sections let you customise the introductory text shown above those fields; some schools use these boxes simply to state that passport or vaccination information is not required by the school.
• Parental Consents come from your SIMS Parental Consents lookup list; you can add an introductory description and upload policy documents. The OTC Medication list does not sync to SIMS; any OTC permissions needed in SIMS must be added via the SIMS Consent lookup list.
• The Medical Events introductory text appears at the top of the Medical Events section. The default text asks parents to add any medical event that is not related to a diagnosed medical condition, for example an injury caused by an accident.
• The Dietary Needs introductory text appears above the list of dietary needs and food allergies. It is empty to begin with, so nothing is shown to parents until you add your own text.
• The Contacts introductory text appears at the top of the Contacts section. You can use it to explain your school's rules on adding contacts.
• Each introductory text can be up to 1,000 characters long, and you can use the Placeholders menu to add details such as the student's name. Click on Save Description to save your text, or Revert to Default Description to return to the original text.
• To upload a policy document for a consent, click on Upload document next to it, choose the file, up to 25MB, and click on Upload.

• Non-Prescription (OTC) Medication
• Admissions Categories
• Medicine at School
• Welfare

Non-Prescription (OTC) Medication

• This list contains the non-prescription medicines parents can give permission for on the Medical tab. To change the heading that appears in the student profile, select the pen next to it, type the new heading and select Save. To change the description, edit it and select SAVE DESCRIPTION.
• Select ADD NEW under the description.
• Enter the Title of the medicine, and a Summary if you want one.
• Select SAVE.
• Move a medicine up or down to change the order parents see. Select SAVE under the list after you add, change, remove or move a medicine. Changes are not saved until you do. If you need OTC permissions in SIMS, add them to your SIMS Consent lookup list.

Medicine at School

• Medicine at School contains a list of the medicines the school holds on behalf of a student. Every school starts with our default list of medicines, each with its UK brands. Staff choose from the list on a child's Medical tab, and parents choose from it on the Medicine at School form.
• To add a medicine:
• Select ADD NEW under Medicine at School.
• Type the active ingredient into Medicine name, for example Salbutamol.
• Choose the Dosage unit and type the Usual amount in a box.
• Select ADD A BRAND for each brand the school holds, and type the Brand name and strength, for example Ventolin Evohaler 100mcg.
• Select SAVE.
• List each strength of a brand separately, such as Elvanse 30mg and Elvanse 40mg, because each comes in its own box. Parents can add new medicines by using the Medicine at School form, if their child's medicine does not appear in the list.
• Untick the Active box if you want a medicine to remain on the list but not visible in forms and student profiles. Any medicine that is being held by the school for a current pupil cannot be deleted from the list. The ADD THE STANDARD LIST button reinstates the default medicines and brands missing from your list, but it will not delete any new items that have been added.
• Use the search box to find a medicine or brand. The label next to a medicine shows how many children the school is holding it for. Select the pencil next to a medicine to change it. When you edit a medicine, select the cross at the end of a brand's line to remove that brand.

Welfare

• Welfare contains the questions parents answer in the Welfare section of the Dietary and Welfare tab. There is a default list of categories, which you can hide if not required. You can also add your own categories and choose the order the categories appear on the list. Admicity's categories cannot be reworded or deleted.
• To add a question, select ADD NEW and enter the full question that needs to appear in the student profile. You can use an abbreviated description for filters and reports, which is not visible to parents. Select SAVE, and SAVE again underneath the list.
• In Use means the question is visible to the parent. Turned Off hides it. A question turned off after it was ticked on a child's profile stays in the database and can still be filtered and reported on.

Admissions Categories

• Admissions Categories contains the oversubscription criteria your school allocates places under, in priority order. Each category has a short description, such as Sibling or Catchment, and a criterion, which is the full wording that appears on the form.
• The list is empty to begin with. Add your own published criteria:
• Select ADD NEW under Admissions Categories.
• Enter the Short description, up to 100 characters, and the Criterion, up to 1,000 characters.
• Select SAVE.
• Each category is numbered by its place in the list. Use the arrows to move a category up or down, and the categories below it are renumbered. Select Make this a part of the category above to number it as part of the one above, for example 4a and 4b, and Make this a category of its own to undo it. Select SAVE under the list after any change.
• Category 0 is for state schools only, for children with an EHCP which names the school. To add it at the top of the list, select ADD CATEGORY 0. The other categories are then numbered from 1.

Recording an applicant's categories

• Open the applicant's profile at the Basic tab.
• Select EDIT at the bottom of the tab.
• Tick every category the applicant meets under Admissions Categories.
• Select SAVE CATEGORIES.
• Only staff with Edit on the Applicant Admissions Categories row of the Manage Access tab can tick the categories. Parents can read the categories ticked on their child's profile, unless the row is set to Hide for parents, and cannot change them.
• Parents can also tick the categories on a form, using the Admissions Categories component. Each category has a switch on the component, so it can be hidden on that form without removing it from the list. The template Application Form - Secondary State School with Admissions Categories uses it.
• On the Profiles page, Admissions Category under PRE-ADMISSION has a group for each category, in the order set on the Lookups tab.

• Not every filter group is relevant to every school, for example, a single-sex school will not need the sex filter, and a day school will not need the boarder status filter.
• To hide a group, click on the eye icon next to it on the Group Filters page. A crossed-out eye means the filter is hidden. Click on the eye again to make it visible.
• Your changes are saved when you click on Save.
• Hiding a filter group does not remove the underlying data, it only removes the filter option from view.

• Connect an existing Stripe account: for a school that already has one. Stripe asks you to sign in and give permission, then brings you back to Admicity
• Create a new Stripe account: Stripe takes you through setting one up. If setup is stopped part way, the button changes to Continue creating a Stripe account
• The label next to Stripe shows Not connected, Awaiting Stripe while Stripe reviews the account, or Ready to take payments once Stripe activates card payments. A connected account shows its account ID, with Manage on Stripe and DISCONNECT. Disconnecting stops forms taking payments, and the Stripe account and its payment history are not affected.
• The amount for each payment is set on the form, using the Stripe Payment component in the form builder. A payment can only be made on a form opened from its invitation, not from a public link.

The enquiry form

• The parent enters their own details: their title, name, relationship to the child, email address and mobile phone number. They then enter the child's name, gender and date of birth, and choose the year of entry, the season of entry and the year group. At the end of the form, the parent tells you how they heard about the school, can tick Opt-in for updates, and enters their home address.
• To receive an email each time an enquiry is submitted, enter an email address in Enquiry form notification email on the General tab of School Settings, and select SAVE.

The Enquiries tab

• Each enquiry is listed on the Enquiries tab of School Settings, with the enquirer's details, the child's details, the marketing source and the date it was submitted. Use the filter icon to find enquiries, for example by proposed year of entry.
• To add the enquiries to SIMS, select GENERATE IMPORT FILE.
• Choose For all records to include every enquiry in the list, or tick the enquiries you need and choose For selected records. If you have filtered the list, For all records only includes the enquiries shown.
• Import the file into SIMS.
• When an enquiry is no longer needed, tick it and select DELETE, then DELETE again to confirm.

• Profile cards show a colour-coded status badge for applicants and a completion indicator: a red exclamation mark means no parent account exists (applicants must be Accepted before parents can create an account); an orange exclamation mark means information is missing or unconfirmed; a green tick means the profile is complete.
• The top bar contains a search bar plus four controls: the Group box showing the current sidebar selection, the Status filter to filter by profile status, the My Children Only toggle for staff who are also parents, and the Bulk Status Update button for changing the application status of multiple applicants in one action.
• The filter groups in the sidebar are populated from data held in the Admicity profile; they reflect your school's SIMS lookup lists so they will look different at every school. Only basic applicant data is visible in Pre-Admission until a parent creates an account and completes the profile.
• Future Admissions has no filter groups as students only appear there briefly; On-Roll uses year group, house, and form instead of intake group and application status. Employees has no filter groups yet, but custom employee groups can be created for staff communications.
• School Groups are created manually using the Add Group button; members can be added via filter groups, individually, or by exporting form responses. Subgroups can be created from the three-dot menu and are restricted to members of the parent group.

• To create a school group:
• Select ADD GROUP at the top of the groups on the left.
• Enter a Group Name and choose a Category, if you want one.
• Under Members, choose Students or Employee.
• Leave Dynamic Group ticked if the group should keep itself up to date.
• Under Student Filters, open Filters and choose a group, for example ON-ROLL, Year Group and Form, Year 7.
• Select INCLUDE to add the children in that group, or EXCLUDE to leave them out. Repeat for each group.
• Select SAVE.
• When you add more than one group, Must appear in all these filters is shown. Tick it to include only the children who are in every group. To make a group of Year 7 boys with a nut allergy, include Year 7, Male and the nut allergy group, then tick Must appear in all these filters. Without the tick, the group contains every child in Year 7, every boy in the school and every child on roll with a nut allergy. This cannot be changed after the group is saved.
• To add children by name, type their name under Individual Students.

Dynamic groups

• A dynamic group updates itself. When a child joins one of the included groups, they are added. When they leave it, they are taken out. Untick Dynamic Group to keep the members fixed as they are when you save.

Changing application status with a group

• A dynamic student group can change an applicant's application status when they join the group. Tick Enable automatic status updates under Status Update Configuration, choose the To Status and, if needed, the From Status, then select SAVE. Every applicant in the group who matches From Status is changed straight away, and each applicant who joins later is changed once.

Subgroups and sharing

• Select the three dots next to a group and select Add subgroup. A subgroup can only contain children who are already in the group above it. For example, a subgroup of the after-school football club for children with asthma lets you send those children a reminder to bring their inhaler.
• A new school group can be seen by the person who created it and by School Admins. To share it, select the three dots next to the group, then Manage Access. Choose people under Select Users, or roles under Select Roles, then select SAVE. A subgroup is shared with the people who can see the group above it.

• The Basic tab contains personal details and registration information. The Contacts tab holds all linked contacts; parental responsibility must be ticked for an automatic invitation to be sent, and a ticked court order blocks it. The Cultural Information section contains statutory census fields (Home Language, First Language, English as an Additional Language, Nationality, Ethnicity, Religion, Asylum Status and Country of Birth) plus the Passport field; all data syncs to and from SIMS.
• The Medical tab has seven sections: Medical Conditions (formally diagnosed conditions, syncs to SIMS; include an 'Other' option so parents can flag conditions not on the list); Medical Events (a two-way SIMS sync record of significant incidents; parents are notified and must confirm each new entry or reminders continue); Medical Notes (health and wellbeing information, two-way SIMS sync; check existing SIMS notes before making visible to parents); Non-Prescription (OTC) Medication (parental consents from your Admicity Lookups list, which do not sync to SIMS); Medicine at School (the medicines the school holds for a student on roll, with a record of every dose given); GP Details (syncs to SIMS as a Medical Note); and Vaccination Record (syncs to SIMS as a Medical Note).
• The SEN tab options sync to SIMS as code N (no SEN), K (SEN requiring support), or E (EHCP). We recommend View only for on-roll students to protect the SIMS SEN register from being overwritten; set to Edit for applicants. Make sure the introductory text tells on-roll parents to contact the school if anything needs updating.
• The Dietary and Welfare tab has three sections: Dietary Needs and Food Allergies, Pupil Premium and Young Carers, and Welfare. Free School Meals information does not sync to SIMS automatically; a member of staff with Edit access clicks on Sync to MIS once the section has been confirmed. Most welfare fields do not sync to SIMS to protect census accuracy; the welfare officer is alerted to verify and add manually. Only Young Carer and Service Child in Education sync automatically. Consents and Transport options come from your SIMS lookup lists and all sync to SIMS.
• The Documentation tab allows document uploads; untick 'Available for parent' before uploading to hide a document from parents, and note that deleted documents cannot be recovered. The Forms tab shows forms assigned to the student, in three sections: FORMS for one-time forms, SELF SERVICE FORMS for reusable forms, and COMMUNICATIONS for email communications that do not require a response. The Groups tab shows all School Groups the student belongs to.

Setting it up

• The medicines come from the Medicine at School list on the Admicity Lookups tab of School Settings. Every school starts with our default list of medicines, with their UK brands.
• Set the number of days' warning before a medicine expires on the General tab of School Settings, under 'Warn this many days before a medicine expires'. The default is 28 days.
• Parents tell the school about each box of medicine they hand in by completing a self-service form. Create this form from the Admicity template Medicine at School - New Version, link it to the On-Roll group so it is in the Self-Service Forms tab of every student on roll, and add an approval stage for the members of staff who take in medicine.
• Send the parents of children on roll the Medication Questionnaire, and add an automatic response asking every parent who answers Yes to complete the Medicine at School form.

When the medicine comes in

• A member of staff checks the medicine against the form and approves the response in the Approvals tab of My Forms. The boxes are only added to the child's profile once the final approval stage has been approved.
• Each medicine has its own row, showing the medicine, the brand name, the directions, the dosage unit, the amount remaining and the reorder level. Underneath there is a line for each box, showing its expiry date, the number of doses in the box, the amount given and the amount remaining. Any box that has passed its expiry date is shown in red.
• Members of staff can also add a medicine themselves with Add a Medicine, and add another box of the same medicine with Add Box.
• Parents and staff confirm that the medicines held at school are correct by clicking on Confirm Medicine at School at the bottom of the section.

Recording a dose

• Click on Dispensing Record on the box being used. The date and time are set to now. Change them if the dose was given earlier, as a dose cannot be recorded in the future. Enter the amount given, add a note if needed, and click on Dispense.
• Only members of staff can record a dose. Parents can see the Given column and open the dispensing record, so they know who gave their child medicine and when.
• Staff can also record doses using a self-service form created from the Admicity template Medicine Dispensing Record, for Employee linked to student. Each dose is taken from the box with the earliest expiry date.

Reminders, disposal and reports

• When the amount remaining reaches the reorder level, Reorder is shown next to the medicine. The school and the parents receive an email before a box expires, when it has expired, and when the amount remaining reaches the reorder level. Each reminder is sent again every seven days until it no longer applies.
• Next to each box there are three icons: Correct this box, Mark as disposed of, and Delete. A box marked as disposed of is kept in the profile as a record and shown in grey. Deleting a box also deletes all the doses recorded against it, so only delete a box that was added by mistake.
• Parents are set to View by default in the Student Medicine at School row of Manage Access, because they tell the school about their child's medicine by completing the form.
• On the Profiles page, the Medicine at School group under On-Roll has a subgroup for each medicine and brand being held for a child on roll. On the Reports page, the Medicine at School report lists every dose given between two dates.

Dietary Needs and Food Allergies

• The first box is ticked if the child has no dietary requirements, and SIMS is updated with 'None'. If the second box is ticked, the dietary options from your school's SIMS lookup list appear, and any options selected sync into SIMS.
• If your school has added a Dietary Needs introductory text on the SIMS Lookups tab, it is shown above the two boxes. Each section of the tab has its own Confirm button.

Pupil Premium and Young Carers

• Free School Meals has three options, and the section can be confirmed with no options selected if the parent does not wish to provide the information. The first is ticked if the child does not receive Free School Meals and the parent consents to the school checking their eligibility with the local authority. The second is ticked if the child currently receives Free School Meals. The third is ticked if the child has received them in the last six years but is no longer eligible.
• If the parent ticks the first or third box, they are asked for their name, National Insurance number and date of birth, so the school can verify eligibility. A second parent can be added by clicking on Add Parent.
• Free School Meal information is not synced to SIMS automatically, to prevent parents mistakenly identifying their child as Pupil Premium. Once the section has been confirmed and the child receives Free School Meals, a member of staff with Edit access clicks on Sync to MIS, enters the start date and the country, and clicks on Sync.
• The Young Carer and Service Child in Education fields sync to SIMS.

Welfare

• The Welfare questions and the introductory text above them come from your school's Welfare list on the Admicity Lookups tab. If none of the questions apply to the child, the parent ticks the box at the top. Some of Admicity's questions have a Comment box for more detail.
• The Welfare fields do not sync to SIMS. The welfare officer is alerted when a parent enters information, and can then verify it and add it manually in SIMS.
• On the Profiles page, the PP and YC group contains FSM, Ever 6, Service Child and Young Carer, and the Welfare group lists each of the welfare questions your school uses.
• These two sections are not relevant to Independent Schools, and they are set to Hidden for all roles when an independent school joins Admicity.

• Every staff member in Admicity has an Employee Profile, including School Admins, Members of Staff, and Senior Members of Staff. A single user account can hold multiple roles simultaneously; for example, a teacher who also has children at the school might hold the Member of Staff, Employee, and Parent roles on the same account, accessing student records, their own profile, and their child's information from a single login.
• The Basic tab contains: Basic Information (name, preferred name, date of birth, email, mobile), Identification and Banking Details (NI number, bank details), Home Address, Cars, Contacts, and Next of Kin details including address. All fields sync two ways between Admicity and the SIMS staff record.
• Staff access their own profile via My Profile in the top navigation (the Basic tab, and a Documents tab with any documents the school has shared with staff) and their forms via My Forms. A School Admin viewing an employee's profile via the Profiles sidebar sees three tabs: Basic, Forms and Documents.
• The Forms tab (visible to School Admins) is divided into six tabs: Forms (one-time assignments), Student Forms (forms about students), Self-service Forms (reusable), Linked Self-service Forms, Approvals (submissions where the employee is an approver), and Communications. Staff who also hold the Parent role will see forms for their child in My Forms.
• Staff with only the Employee role and no operational role cannot access student data, but can be included in form workflows and approvals and can manage their own personal information.

Forms Management

• The Forms page is organised into tabs: Create form, Active, Inactive, Expired, Archived, Communications, and School templates.
• The three-dot actions menu to the right of each form provides options including Form Details, Edit Form, Make Form Live, View Responses, Archive Form, Restore Form, Delete Form, Clone Form, Make Template, and Copy URL (for application, acceptance and public forms). A form can only be deleted once it has been archived first.
• Archived forms preserve data but cannot be completed, use archiving for forms that are finished but whose responses you wish to retain.
• Communications are email-only items created using only the Notes component and do not have a submit action.
• Forms can be filtered using the filter icon, allowing you to search by various criteria such as name, category, or status.

Creating Forms

• The Create Form box guides you through setup with one question on each page; the questions you see depend on your answers. The way the form is created cannot be changed. The form type and the audience cannot be changed once recipients have been added. Every other setting can be changed later on the Form Settings tab of the form.
• Use an Admicity Template lets you start from a professionally designed ready-made template and customise it for your school.
• Use a School Template starts from a template your school has already saved, ideal for consistency and reuse.
• Start from a blank form gives you a completely empty layout with full control, best for experienced users building bespoke forms.

Form Types

• Regular form is the standard form; recipients receive an email with a link to complete it. If you turn off email notifications on the Restrictions page, the form is not emailed, and it appears in the recipient's list of forms to complete when they log in.
• Email communication is an email that does not require a response. It is built using only the Notes component, and live emails appear under the Communications tab.
• Application or Acceptance forms generate a URL or embed code for new applicants; they create the applicant profile in Admicity and SIMS.
• Self-service forms can be submitted multiple times and do not send notification emails; use them for recurring requests such as absence notifications or leave requests.
• Trigger forms are sent automatically when a specific answer is given on another form, enabling conditional workflows.
• A Public form for anyone on the web is not connected to any profile in Admicity. Anyone who has the link can complete it.
• The audience determines who completes the form. You first choose Parent, Employee, Student, External recipient or Child's current/previous school. Parents can be parents with an Admicity account, parents without an Admicity account, or parents of applicants with Applied or Offered status. Employees can complete a form about themselves, about a student or about another employee.

Recipients and Restrictions

• Click on Add Group to choose the recipients from the filter groups or your school groups. Tick Exclude group before you click on Add to leave a group out. When you add more than one group, tick 'Must appear in all selected groups' if the form should only go to students who are in every one of the groups. Click on Preview to see everyone who will be sent the form.
• Form restrictions are the exception, not the rule, so most forms have them all left on No. They include sending the form to Parent 1 only, asking both parents to complete their own separate copy, and blocking form submission if the child's profile information is incomplete.
• A form can be made live, now or on a schedule, before any recipients have been added. Anyone added to it later will be sent the form.

• Each component has these icons:
• the pencil, to write the question and change its settings
• copy, to make a copy of the component
• the bin, to delete the component
• the eye, to show the component only when another question has a particular answer
• the arrows, to move the component up or down
• Tick Required? if a question must be answered. Use Placeholders to add details such as @StudentForename, @SchoolName or @ParentSurname. If Notes is the first component, its text is the body of the email recipients are sent. Select Preview Form to see the form as recipients will, then Save and Continue or Save and Exit Form Builder. If anything is missing, the box This form cannot be saved yet lists it.

Components

• Text and Notes: Notes, Single Line, Textbox, Numeric Input, Multiple Inputs and Question Grid
• Choice and Selection: Checkbox, Dropdown, Lookup Dropdown, Multiple Choice, Single Choice, Tick Box Grid, Multiple Choice Grid, Linear Scale, Intake Choice, Boarder Status and Employee Select
• Date / Time, Files and Media, and Layout
• Other: Appointment Booking, External Payment, Stripe Payment, Application Status, Address, Calculation and Medicine Dispense
• Student Profile Attributes: UPN, Previous School Name, Previous School Email, Student Photo, Admissions Categories and Medicine at School
• Apart from Student Photo, the Student Profile Attributes fill in the child's profile when the form is submitted, so the form must be linked to the child.
• A Calculation works out a number from the numeric questions above it, and an automatic response condition can use the result. Employee Select lets the person choose a member of staff, who can then be sent a trigger form or an approval. Stripe Payment takes a card payment inside the form, through the account connected on the Payments tab.

Prefill from previous form response

• Select the pencil on a question, then Prefill from previous form. Choose the Source form and the Source component. The question is filled in from the latest response on that form for the same child or employee. Prefill works on private forms, and not on application, acceptance or public forms.

• Tick Send automatic responses, on the Automatic Responses page of the Create Form box or in Form Settings.
• Click on Add Automatic Response. The Add Automatic Response box opens. Enter a Rule Name.
• Under Recipients, tick Send email to form submitter, Send email to the student's parents, or both. On an application, acceptance or public form, choose the form's email question in Form Field instead. Type any other addresses into Additional Email Addresses.
• To send the email only for some answers, select Add Condition and choose the Field and the answer.
• Enter the Email Subject and write the email, using Placeholders for details such as the student's name.
• Select Save.
• A condition can use a form answer or a student detail, such as house, form, year group or intake. If you start from a blank form, only the student details can be used in the Create Form box, as the questions have not been built yet. Without a condition, the email is sent for every submission.

Sending an email communication

• Select FORMS in the main menu bar, then CREATE FORM +.
• Choose Email communication under What type of form is this?
• Choose who it is for under Who is this email for? It cannot be for Employee linked to student or Employee linked to employee.
• Choose how to create it, from a template or a blank form.
• Click on 'Add Group', select the group and click on 'Add'. Tick Exclude Group first if you want to leave a group out. You can also add individual students and applicants by name.
• Select Preview to see everyone who will receive the email.
• Leave the Restrictions on No unless you need one, such as Send this email to Parent 1 only.
• Give the email a name. The name is the subject line of the email, so make sure it is clear what the email is about.
• Choose which other members of staff can view or edit the email, and select Create email.
• Select the pen icon and write the message. Use the Placeholders, such as Title, Parent Surname and Student Forename, so each email is personalised.

Choosing when it is sent

• Select Save and Exit Form Builder, then choose when the email is sent. The person who created it and all School Admins have access automatically.
• Make Live Now sends the email straight away.
• Schedule Go Live sends it on a date and time you choose.
• Make Live Later saves it on the INACTIVE FORMS tab until you are ready to send it.

Creating the form

• Select CREATE FORM + and choose Regular form.
• Choose Employee, then Employee on the next page.
• Choose Use an Admicity Template, search for the template, for example (DBS) Disclosure and Barring Certificate Confirmation, and select Use.
• Click on 'Add Group', choose Employees and click on 'Add', so every employee with an Admicity account receives the form. You can also add school groups of staff, or employees by name. Select Preview to check who will receive it.
• On the Restrictions page, change Turn off email notifications for this form to Yes. The form will not be emailed to staff when it goes live, and reminders will not be sent either.
• Change the form name if you need to, and choose a category. Add an expiry date if there is a deadline, and up to five email addresses to be notified of each submission. Leave the Reminder Interval box empty, as reminders are not sent for this form.
• Select Create form, check the questions and select Save and Exit Form Builder.
• You can add approval stages, for example if the School Business Manager needs to approve each response once the certificate has been checked. When the form is live, each member of staff sees it in MY FORMS the next time they sign in.

Who can complete it

• A self-service form can be for parents or employees, including employees completing the form about a student or another employee. Parents need an Admicity account to use it.

Creating the form

• Select CREATE FORM + and choose Self-service form.
• Choose Parent, then Parent with an Admicity account.
• Choose Use an Admicity Template, search for the template, for example Notification of Student Absence, and select Use.
• Click on 'Add Group', choose On-Roll and click on 'Add'. This is a dynamic group, so children who join the school later also have the form on their profile.
• On the Restrictions page, you can make the form available to Parent 1 only, or allow submitted responses to be edited. Leave them on No unless you need them.
• Add an email address under Reminders and Notifications if a member of staff needs to be told each time the form is submitted.
• Select Create form, check the questions and select Save and Exit Form Builder.
• You can add approval stages if a member of staff needs to approve each response. You can also add automatic responses. Tick Send email to form submitter to email the parent who completed the form, or Send email to the student's parents to email both parents. Select Make Live Now, and the form appears straight away on the SELF-SERVICE FORMS tab of every child in the group.

The regular form

• Select CREATE FORM +, choose Regular form, then Parent and Parent with an Admicity account.
• Choose the Admicity template, for example Allergy Action Plan.
• Click on 'Add Group' and add the condition, for example Allergy, from the medical conditions under Pre-Admission, then again under On-Roll. These are dynamic groups, so children who are diagnosed later also receive the form.
• Give the form a name, set the reminder interval in hours, for example 72, and choose the Medical category.
• Select Create form, then Save and Exit Form Builder and Make Live Now. The parents are emailed straight away.

The self-service version

• Select CREATE FORM +, choose Self-service form, and the same audience and groups.
• Choose the template ending Self Service Update, for example Allergy Action Plan - Self Service Update.
• Add the email address of the member of staff who needs to be told when an update is submitted.
• Select Create form, then Save and Exit Form Builder and Make Live Now.
• On the child's profile, the first plan is on the FORMS tab and the self-service version is on the SELF-SERVICE FORMS tab. A parent opens a new copy of the self-service plan by selecting it.

Setting the trigger

• A trigger form does not have a recipient list. Instead, you choose the form, the question and the answer that will send it. Only forms with a question that has a fixed list of answers can be used to trigger another form.
• Select CREATE FORM + and choose Trigger form.
• Choose the audience, for example Parent and Parent with an Admicity account.
• Choose how to create the form and pick a template where you want one.
• On the Recipients page, choose the form that will send it from the Form list, the question from the Question list, and under Equals the answer that sends the form.
• Give the form a name, which is the subject line of the email, and complete the settings and questions as for a regular form.
• To start the trigger again in Form Settings, select Clear trigger settings. If the audience is External recipient, choose the email question on the first form under Email from field, so the new form goes to the address entered there, or type the email addresses yourself. If the audience is an employee, choose the Employee Select question under Employee from field, so the new form goes to the member of staff chosen on the first form.
• A trigger form for parents can also be sent by a staff form about a child, and goes to that child's parents. A trigger form for Employee linked to student can be sent by a parent form, a form sent to the child's previous school, or a form to an external recipient about an applicant or student.
• Once it is live, the trigger form is sent automatically to everyone who gives that answer, within an hour of submitting the first form.

What is different about a public form

• It does not have an audience or recipients, because anyone with the link can complete it.
• Approval stages are not available.
• Student and parent placeholders cannot be used, because the form is not linked to anyone in Admicity.

Creating the form

• Select CREATE FORM + and choose Public form for anyone on the web.
• Choose a template or Start from a blank form.
• Give the form a name, add an expiry date if the form should close on a set date, and up to five email addresses to be notified of each submission.
• Choose who can view and edit it, and select Create form.
• Write the details in the Notes at the top, and add a Single Line question asking for the visitor's email address, with the Input type Email, so you can send them an automatic response.
• Select Save and Exit Form Builder, then add an automatic response rule in Form Settings that sends to the email question.

Sharing the form

• Copy the link in the Public Link section of Form Settings to share it, for example in an email or on social media. To place the form on your school's website, give the code in the Embed section to the person who manages your website. The link only works once the form is live. You can copy it again later from the three dots next to the form on the ACTIVE FORMS tab.

Creating the form

• Select CREATE FORM + and choose Regular form.
• Choose Employee, then Employee linked to student.
• Choose a template, for example from the Staff Forms related to Students sub-category, and check the wording suits the member of staff completing it.
• On the Add Recipients page, add the members of staff who will complete the form, with 'Add Group' or under Add employees individually.
• Choose whether every linked employee must complete the form for each linked person. If you choose No, any linked employee can complete it, and there is one shared form for each student. If you choose Yes, each member of staff has their own form for each student.
• Under Linked Students, add the students the form is about with 'Add Group' or by name. If you add more than one group, tick 'Must appear in all selected groups' to link only the students who are in every group.
• On the Restrictions page, you can turn off email notifications if the member of staff does not need an email when the form goes live, or allow submitted responses to be edited.
• Complete the Form Settings pages, select Create form and choose when it goes live.
• The form is not sent to the linked students or their parents. The placeholders show the details of each linked student.

Completing the forms

• The member of staff finds a form for each student in MY FORMS, on the Student Forms tab. If any linked employee can complete the form, they select Claim from the three dots before completing it, so the others know it is being done. Unclaim releases it again, and the Claimed By column shows who has claimed each form. Self-service forms about linked students are on the Linked Self-service Forms tab. To find a form, type its name, or the name of the person it is about, in the Search by form or name box at the top of MY FORMS.

Adding the booking button

• Create a regular form, and choose the audience and recipients.
• In the Notes at the top, write the text of the email, using the Placeholders.
• Add the Appointment Booking component. Write the description, then paste your shareable booking link into the box underneath.
• Select BOOK APPOINTMENT to check how it looks.
• Add a Date and Time question underneath. Tick Required, and set the Earliest date and time and the Latest date and time, for example the first and last days of the interview week.
• The calendar is a separate application, so the appointment time is not recorded in the form response automatically. After booking, the student or parent enters the appointment in the Date and Time question before submitting the form. Both the person who booked and the school receive a confirmation email from the calendar application.
• On the Form Responses page, use the filters to see who has responded, and download the responses as a CSV or XLSX file, or as a PDF.

Form responses

• The icons above the list let you filter the responses, choose which columns are shown and view the list on the full screen.
• The download icon downloads the responses as a CSV or XLSX file, or a PDF of the submitted forms.
• The envelope next to an assignee sends the form to them again, while the form is live and the request has not been submitted.
• The three dots on a row open the submitted form, download that one response as a PDF, or delete the form request. Request Resubmission sends the form back to the person who submitted it, so they can change their answers. Its status goes back to Waiting for submission, and any approval stages start again.
• If the form allows submitted responses to be edited, there is also an Edit Response option for School Admins, and the person who submitted the response can edit it from My Forms. Edit Response opens the response so you can correct the answers, without sending it back to the person who completed it. Each change is recorded with the name of the person who made it and the date and time.

Exporting responses to a group

• The answers on a form can be used to create school groups. These groups can then be chosen as recipients for other forms, used as filters on the Profiles page and included in reports.
• Select EXPORT TO GROUP above the list.
• If the form was completed by a member of staff about a student, choose Export students or Export employees, and select CONTINUE.
• On the EXPORT TO NEW GROUP tab, enter the Group Name and choose a Category if you would like one.
• To put everyone the form was sent to into one group, leave Question and Equals blank. This includes anyone whose form has not been submitted yet.
• To create a separate group for each answer, choose the Question and the answer in Equals, then select ADD ANOTHER GROUP for the next answer.
• Select SAVE. The groups appear under School Groups in the Groups sidebar on the Profiles page.

Export options

• Dynamic Groups is ticked to begin with, so any student whose form is submitted later with a matching answer is added to the group automatically. If you untick it, the groups only contain the students whose responses have already been submitted.
• Choose a Parent group to place the new groups under an existing group. A subgroup can only contain students who are also in its parent group. If the parent you choose is itself a subgroup, tick Export to parent group(s) to add the students to every group above it as well.
• Each option of a tick box question can be used on its own, for example to create a group of the children whose teacher ticked Speech and language.
• You can export everyone to one group, or create a separate group for each answer, but not both at once.
• To add students to a group that already exists, use the EXPORT TO EXISTING GROUP tab. Each group can only be linked to a form once for all of its responses.
• Select SHOW LINKED GROUPS to see every group created from the form, with the question and answer it was created from. Select the bin next to a group to remove its link to the form.
• The questions you can use to create groups are single choice questions, dropdown lists, tick box questions, multiple choice questions, the intake, boarder status and application status questions on admissions forms, the address question, and each row of a tick box grid. Answers typed into a text box cannot be used, because every answer may be different.

My Forms

• MY FORMS lists the forms the signed-in user needs to complete or approve. Staff see Forms, Student Forms, Self-service Forms, Linked Self-service Forms, Approvals and Communications. To find a form, type its name, or the name of the person it is about, in the Search by form or name box at the top of the Forms and Student Forms tabs. The Linked Self-service Forms tab shows who last completed each form and when.

• The Reports feature is found by clicking on the Reports icon in the top navigation menu. Every report is created in the Create Report box, which opens when you click on Create New Report. You can only report on information your role has permission to view.
• There are four types of report: Student report, Employee report, Medicine at School report and Medical Events report.
• Before downloading, use filters to define which student or employee records to include.
• Select which columns should appear in the export to tailor the output to your needs. The preview shows how many students the report covers, and the first rows of the report.
• You can export student or employee information in XLSX (Microsoft Excel) or CSV format.
• If you will need the same report again, you can save it for yourself or for anyone with permission to view it. Saved reports are listed under Saved Reports, where you can click on Run, Edit or Delete.
• The Medicine at School report contains every dose of medicine given at school between two dates, and the Medical Events report contains all the medical events recorded between two dates.
• You can also export specific reports from other parts of Admicity, for example Form Responses and Parent Invitations.

• The Documents page allows you to upload documents for parents or staff. A document added here is shown under School Documents on the Documentation tab of each student profile it applies to, or on the Documents tab of each employee profile.
• It is the correct place for school-wide documents such as the uniform policy, lunch menus, or behaviour expectations.
• Click Add Document. Under Show on, choose Student profiles or Employee profiles. Choose the groups who can see the document and click on Include, or Exclude to leave a group out. Leave it empty to show the document on every profile.
• Under How the audience is kept up to date, choose Fixed when you save, or Keeps up with group membership, so the document is also shown to children who join the groups later. Under When to send notifications, choose whether parents are told about the document. Choose the file, up to 25MB, and click on Upload.
• Each document can be edited, downloaded or deleted using the three-dot options menu; deleted documents are no longer available to view or download.
• Documents specific to an individual student should be added from within that student's profile using the Documentation tab, not from this page.

• Admicity allows schools to create automated medical workflows by linking parent responses in student profiles to medical forms, enabling efficient management of conditions such as asthma, allergies, diabetes, and seizures.
• Action Plan templates (Allergy, Seizure, Diabetes, Asthma) are designed by school nurses and regularly updated to comply with the latest best practice guidelines. Schools can archive an existing form and use the updated template when guidelines change.
• Self-Service forms allow parents to update medical information after the initial submission, so the school always holds current details about conditions, triggers, and medication.
• Dynamic groups ensure that new students who later meet specified criteria (such as having allergies or requiring medication) automatically receive the relevant forms without any manual intervention.
• Reminders about medicines that are due to expire or need reordering are sent automatically from the Medicine at School section of the Medical tab. The Medicine at School workflow is shown in its own video below.

Creating the form

• Select CREATE FORM +, choose Regular form, then Parent and Parent with an Admicity account.
• Choose Use an Admicity Template and select Other Medical Condition.
• Click on 'Add Group' and add Medical, then Other Medical Condition, under Pre-Admission, then again under On-Roll.
• Under Restrictions, leave Both parents must complete their own separate copy of this form and Block form submission if the child's profile information is incomplete as No.
• Keep the template name, choose the Medical category, set a reminder interval, for example 48 hours, and add your email address to be notified of each submission. Leave the expiry date empty.
• Select Create form, then Save and Exit Form Builder and Make Live Now.
• The groups are dynamic, so any parent who ticks Other Medical Condition in future is sent the form automatically. A self-service version is not needed.

Once the parent has replied

• Add the condition to the Medical Conditions lookup list in SIMS. When it has synced to Admicity, change the ticked box on the child's profile from Other to the new condition. Follow the same steps to create forms for Other Dietary Need and Other SEN Condition.

Setting it up

• Check the Medicine at School list on the Admicity Lookups tab, and the number of days' warning before a medicine expires on the General tab of School Settings.
• Create the self-service form from the Admicity template Medicine at School - New Version, for Parent with an Admicity account, and link it to the On-Roll group, so it is in the Self-Service Forms tab of every student on roll. A child may need medicine for a short illness, such as antibiotics, without having a medical condition ticked in their profile. Add an approval stage for the member of staff who receives the medicine and one for the person who checks and stores it.
• Send the Medication Questionnaire to the parents of students on roll with a medical condition, by linking it to the On-Roll Medical group. Medicine is only held at school for students on roll, so the Pre-Admission groups are not added. Add an automatic response asking parents who answer Yes to complete the Medicine at School form in the SELF-SERVICE FORMS tab of their child's profile.

When the medicine comes in

• The parent completes the Medicine at School form for each box of medicine and brings the medicine into school.
• Each approver approves the form in the Approvals tab of MY FORMS. When the last stage is approved, the boxes are added to the child's Medicine at School section.
• To record a dose, staff select DISPENSING RECORD on the box being used. The date and time are set to now. Change them if the dose was given earlier, as a dose cannot be recorded in the future. Enter the amount given and any notes, then select DISPENSE.
• The amount remaining goes down, and doses are always taken from the box with the earliest expiry date. The school and the parents receive an email before a box expires, when it has expired, and when the amount remaining reaches the reorder level. Each reminder is sent again every seven days until it no longer applies. A box that has passed its expiry date is shown in red, and doses can no longer be recorded from it.

Before the first application arrives

• Set up your oversubscription criteria. Go to School Settings, select the Admicity Lookups tab and add your criteria to the Admissions Categories list, in the same order as they appear in your published admissions arrangements.
• Check that the Year 7 intake group has been created in SIMS and has synced into Admicity. All the forms in this workflow are linked to groups within the intake group, so they can be created before applications open.
• If your school manages its own applications, create the application form from the template Application Form - Secondary State School with Admissions Categories and add it to your school's website. Parents tick each of the admissions categories their child meets, and their answers are recorded in the applicant's profile.
• To see the applicants who have claimed a particular category, go to the Profiles page and select it under Pre-Admission and Admissions Category. To find the applicants who meet two categories, for example a sibling who also lives in the catchment area, create a school group using both filters and tick 'Must appear in all these filters'.

The forms to create

• Y7 Confirmation of Allocated Place - from the Offer of a School Place template, linked to the Offered group under Pre-Admission, Intake Group and Year 7. Set the expiry date to the end of the 14-day response period and the reminder interval to 72 hours. Click on Schedule Go Live and choose one minute past midnight on National Offer Day, so the form goes live as soon as offers are made.
• Declined Offer Questionnaire - trigger form, so it is sent to any parent who declines the place. You can also add a trigger form for the Local Authority on the same answer, so the place can be offered to the next child on the waiting list.
• Transition Information Form - sent to the child's current school, linked to the Accepted group under Pre-Admission and Application Status.
• Year 7 Allocation Decision - for Employee linked to student, linked to the Year 7 Offered group. When places have been allocated, the admissions officer confirms the one category each place was allocated under. The form opens with the categories ticked in the applicant's profile, and only the one category left ticked is kept in the profile.

If the Local Authority manages your applications

• If the Local Authority does not send you an ATF, create an acceptance form from the Acceptance Form - Any Year Group template. Make it live, and copy its link from the three dots next to it on the Active Forms tab. On National Offer Day, email the link to all the parents on the Local Authority's allocation list in one email, putting their addresses in the BCC field. Ask parents to complete the form only if they are accepting the place, and remind them that they must also respond to the Local Authority, whether they accept the place or not.
• If the Local Authority sends you an ATF, import it into SIMS as usual. The applicants will sync into Admicity with the Offered status. ATF files do not include the email address of the child's current school, so create a form from the Admicity template Parent 2 and Previous School Details, for Parent with an Admicity account, and link it to the Accepted group to collect it.

On National Offer Day

• If your school manages its own applications, change the status of the applicants who have been allocated a place from Applied to Offered. Click on Bulk Status Update on the Profiles page, select the Year 7 intake group, choose Offered under Application Status and click on Update Status.
• Unsuccessful applicants should be left with the Applied status, so that places can be reallocated during the summer term. If you would like to keep a waiting list, you can add a Waiting List status in SIMS with the category Applied. It will have its own filter group in Admicity.
• Once the status change has synced, parents are sent the offer form. If they accept the place, the applicant's status changes to Accepted. If they decline, the status changes to Declined, or to Withdrawn if Declined has not been set up in SIMS, and they are sent the Declined Offer Questionnaire.
• When an applicant is Accepted, their parents receive an invitation to create an Admicity account, as long as parent invitations have not been disabled for your school. The Transition Information Form is sent to the child's current school at the same time.

The forms to create

• Reception Acceptance Form - from the Acceptance Form - Reception Intake template. Make the form live, copy its link from the three dots next to it on the Active Forms tab, and email it to the parents who have been allocated a place by the Local Authority. When a parent submits the form, the applicant is created in Admicity and SIMS with the Accepted status.
• The joining pack - in this example Welcome to our School, New Intake - Transition Day Information for Parents, New Starters - Bus Routes and PTA Welcome Letter. Link each of the joining forms to the Accepted group, under Pre-Admission and Application Status, rather than to the intake group. This makes sure the joining pack is only sent to parents who have accepted the place.
• Transition Information Form - linked to the same group, to be sent to the child's nursery or previous school.

Once the place is accepted

• When the applicant is Accepted, the parents receive an invitation to create an Admicity account. The joining forms are sent to Parent with an Admicity account, so they will be waiting for the parents as soon as they create their account.

Nursery applications

• Use the Application Form - Nursery template, which includes a question about funded hours. If your school charges for hours beyond the funded entitlement, you can add a Stripe Payment question underneath the hours question.

Where the Local Authority allocates the place

• Create an in-year acceptance form from the Acceptance Form - Any Year Group template. Copy the link from the three dots next to the form on the Active Forms tab, and email it to the parent. When the parent submits the form, the applicant is created in Admicity and SIMS with the Accepted status.

Where your school manages its own in-year places

• Year 8 is used as the example. Each applicant who completes the in-year application form is added to the Applied group, under Intake Group and Year 8.
• Availability of Place Decision - from its template, as a regular form for Employee linked to student, linked to the Year 8 Applied group. The decision is then kept in the applicant's profile.
• The admissions officer uses this form to record whether the child can be offered a place. In the Application Status question, link each answer to the right status for your school: the two Yes answers to Offered, and the No answer to Waiting List. If the admissions officer chooses 'Yes - the year group is below PAN', the form will then show the admissions categories ticked in the applicant's profile. The admissions officer should leave ticked only the one category the place is allocated under, as only that category will then be kept in the profile.
• The applicant's status is updated as soon as the admissions officer submits the form. The applicant then appears in the Offered or Waiting List group, and the form linked to that group is sent to the parents. The No answer will only work if you have set up a Waiting List status in SIMS.
• In-Year Offer - Year 8 - from the Offer of a School Place template, with the audience Parent of applicant with Applied or Offered status, linked to the Year 8 Offered group.
• Declined Offer Questionnaire - trigger form on the offer, so it is sent when a parent chooses the answer for declining the place.
• Year 8 Waiting List letter - from the Waiting List Notification template, linked to the Year 8 Waiting List group. The letter confirms the child has been added to the waiting list, and tells parents they will need to make a new application at the end of the summer term if a place has not been allocated by then.
• To keep the Local Authority informed, create forms with the audience External recipient, linked to students and applicants, and type the email address of your Local Authority admissions contact on the Add Recipients page. Link one to the Waiting List group and one to the Accepted group.

When the parent answers the offer

• If the parent accepts the offer, the status changes to Accepted, and the parents receive their account invitation. If they decline, the status changes to Declined or Withdrawn, and they are sent the Declined Offer Questionnaire.
• Once the place has been accepted and the parent has created their account, they are sent the joining forms linked to the Accepted group. As the parent confirms each section of the profile, their child is added to the matching filter groups.

Who this is for

• An independent school that does not have the SIMS Enquiries module.

What to build

• Create an application status called Enquiry in SIMS, with the category Applied.
• Add an application form to your school's website, with the Intake Choice or Application Status question set to Enquiry. Every child whose parent completes the form is created with the Enquiry status, and will appear in its own filter group in Admicity.

When applications open

• These parents should not complete the public form again, as a second submission would create a duplicate record. Instead, send them a form with the audience Parent of applicant with Applied or Offered status. They will receive it because the Enquiry status has the category Applied.
• Add an Application Status question to this form with one answer for applying for a place, linked to the Applied status. Then add the rest of the application questions to the same form.

Why these children need a different form

• The Local Authority still manages the transfer process, but these children are already on roll, so they cannot also have an applicant record. Do not send these parents the public acceptance form.

The forms to create

• Year 7 Place Confirmation - from the Offer of a School Place template, with the audience Parent with an Admicity account, linked to Year 6 under On-Roll and Year Group and Form. Replace the Application Status question with a Single Choice question, with one answer for accepting the place and one for declining it.

Turning the answers into groups

• When the responses come in, open them and use Export to Group to create a Year 7 Starters group from the parents who have accepted the place.
• You can then link the transition day and uniform information forms to the Year 7 Starters group.

The forms to create

• Supplementary Application Form - for parents, linked to Boarder Status under Pre-Admission and to the Applied group under Application Status, with 'Must appear in all selected groups' ticked.
• School Reference Form - Boarding - for the child's current school, linked to the same two groups. Choose Child's current/previous school as the audience, so the form is sent to the previous school email address in the applicant's Basic tab. For sixth form applicants, you can also ask the child's current school for their predicted grades, using the Admicity template 6th Form Predicted Grades Request.
• Interview appointment form - for parents, as a trigger form on the reference form, with an Appointment Booking question so the parent can choose an interview slot. The interviewer can record the interview on a form made from the Admicity template Suitability to Board Interview, for Employee linked to student.
• Suitability to Board Decision - trigger form on the appointment form, with the audience Employee linked to student. Add three approval stages: the interviewer first, then the boarding administrator, and finally the admissions team. The approver at the final stage records whether the applicant is suitable to board.
• Offer of a Boarding Place - from the Offer of a School Place - Boarding template. On the Restrictions page, change 'Both parents must complete their own separate copy of this form' to Yes, so that both parents sign the boarding agreement. The template already contains a Signature question for the boarding agreement. It asks the parents to pay the deposit by bank transfer and upload confirmation of the payment. If you would like parents to be able to pay the deposit by card, you can replace this with a Stripe Payment question.
• Boarding Waiting List Request - from the Waiting List Notification template, for when a place is not available. Parents of Year 7 applicants for state boarding places are sent the STB Notification instead, which confirms their child is suitable to board while the Local Authority allocates the place.
• Declined Boarding Offers Questionnaire - for parents who decline the place.

What happens after the decision

• If the answer is No, the approver is asked for the reason, and the applicant's status changes from Applied to Refused. A trigger form on each reason either emails the parent or asks the boarding office to send a personal email.
• If the answer is Yes, the admissions team is asked whether a place can be offered. If it can, the status changes to Offered, and the parents are sent the offer.
• If the parents decline the place, the status changes to Declined, and they are sent the Declined Boarding Offers Questionnaire. If they accept, the status changes to Accepted. The parents receive their account invitation, and the Transition Information Form is sent to the child's current school.
• The status is set by the first parent to respond. If the second parent declines after the first parent has accepted, the status changes to Withdrawn, because both parents are jointly liable for the fees. The admissions officer can change this in SIMS if needed.

Where the placement comes from

• These children are placed by the Local Authority's Fair Access panel, outside the normal admissions round. The child is added in SIMS with the agreed status and will appear in Admicity after the next sync.

What to build

• Fair Access Placement Record - from the Admicity template of the same name, for Employee linked to student, linked to the Accepted group under Pre-Admission and Application Status. The template has a heading with the child's name, and asks for the protocol reference, the placing authority, the date of the panel meeting, the agreed start date and the panel paperwork.
• A school group called Fair Access, so that you can report on these children separately from other in-year applicants.

Once the place is accepted

• The parents receive their account invitation, and the Transition Information Form is sent to the child's previous school. The joining forms linked to the Accepted group are sent as soon as the parents have created their account.

Setting up the criteria

• Go to School Settings, select the Admicity Lookups tab and add each level of religious attendance to the Admissions Categories list, in the same order as they appear in your published admissions arrangements.

The forms to create

• Supplementary Information Form - from the Supplementary Information Form template, with the audience Parent of applicant with Applied or Offered status, linked to the Applied group under Pre-Admission and Application Status. The template is written as a letter to the parents. It asks for the criterion claimed, the place of worship and its address, the religious leader's name and email address, how often and for how long the parents have attended, and the baptism date and certificate. Parents give their consent for the school to contact the religious leader, and sign the declaration. Set the expiry date to the deadline for supplementary forms, and the reminder interval to 72 hours.
• Verification of Attendance - from the Admicity template of the same name, as a trigger form on the Supplementary Information Form. Choose External recipient as the audience, so that it is sent to the religious leader's email address given by the parent. Set the reminder interval to 96 hours.
• SIF Verification Check - from the Admicity template of the same name, for Employee linked to student, set to trigger on any answer that does not match the parent's claim. The admissions officer can see the parent's claim and the religious leader's reply together, and leaves ticked only the one admissions category the evidence supports.

Turning the replies into groups

• Open the Verification of Attendance responses and use Export to Group to create two groups: SIF Verified and SIF Not Verified.
• When the SIF Verification Check is submitted, only the category left ticked stays in the child's profile. To rank the applicants, create a school group combining the Admissions Category filter with the SIF Verified group, and tick 'Must appear in all these filters'.

What a school cannot ask for

• Completing a supplementary form cannot be made a condition of applying. If a parent does not complete one, their child is still ranked, using the criteria that apply without it. Offers are made by the Local Authority.

What to build

• Create the registration form, the reference request, the assessment, the bursary forms and the offer in the same way as in the Independent Day School video.
• Add the boarding questions to the registration form, and use the eye icon so that they are only displayed to parents applying for a boarding place. This means you only need one application form for both day and boarding places.
• Then add the boarding forms: the Supplementary Application Form, the School Reference Form - Boarding, the Suitability to Board Assessment - Interview Appointment, and the Suitability to Board Decision with its approval stages.
• The offer form already contains a Signature question for the boarding agreement. The template asks the parents to pay the deposit by bank transfer and upload confirmation of the payment. If you would like parents to be able to pay the deposit by card, you can replace this with a Stripe Payment question.
• On the Restrictions page of the offer form, change 'Both parents must complete their own separate copy of this form' to Yes, so that both parents sign the agreement.

Once the place is accepted

• The parents receive their account invitation. You can send the boarding house information and kit list with the joining forms linked to the Accepted group.

Before you start

• Connect your school's Stripe account on the Payments tab of School Settings. Stripe's checks can take some time, so do this well before the application form goes live.

The forms to create

• Registration form - from the Application Form - Secondary State School template, added to your school's website. Add a Stripe Payment question for the registration fee after all the other questions. Above it, add a Notes field explaining what the fee covers and whether it is refundable. If your arrangements waive the fee for some applicants, you can use the eye icon to hide the payment question from them.
• School Reference Form - Independent School - for the child's previous school, linked to the Applied group under Pre-Admission and Application Status.
• Assessment Day - from the Admicity template of the same name, for the parents of applicants with Applied or Offered status. The parents book a session with the Appointment Booking question, enter the date and time they have booked, and can tick a box to apply for a bursary.
• Assessment - from the Admicity template of the same name, for Employee linked to student. It has the child's name and photo, the assessment results, a recommendation (Offer a place, Waiting list or Do not offer) and an Employee Select question for the admissions officer. Add an approval stage for the assessor, followed by one for the head of admissions.
• Bursary Application Form - sent to parents who request it, with a question asking for the referee's name and email address.
• Bursary Reference - trigger form on the bursary application, with the audience External recipient, so that it is sent to the referee's email address given on the form.
• Offer of a School Place - Independent School - with the audience Parent without an Admicity account, linked to the Offered group under Application Status. Set the expiry date to the end of the acceptance period. The template already contains a Signature question for the contract. It asks the parents to pay the deposit by bank transfer and upload confirmation of the payment. If you would like parents to be able to pay the deposit by card, you can replace this with a Stripe Payment question.

Accepting the offer

• The registration fee is paid when the parent applies and the deposit when they accept the offer, so only the parents who take up a place pay a deposit.
• In the Application Status question, the answer for accepting is linked to Accepted and the answer for declining to Withdrawal, or to the status your school uses for a declined place. Once the place has been accepted, the parents receive their account invitation.

Why these children need a different form

• Children in your own nursery are already on roll, so they cannot also have an applicant record. Do not send these parents the public acceptance form, as it would create a new applicant record.

The forms to create

• Reception Place Confirmation - from the Offer of a School Place template, with the text edited to say the Local Authority has allocated the place. Choose Parent with an Admicity account as the audience, and link it to Nursery, under On-Roll and Year Group and Form.
• Delete the Application Status question from the template and replace it with a Single Choice question, with one answer for accepting the Reception place and one for declining it.

Turning the answers into groups

• When the responses come in, open them and click on Export to Group. Create a group for each answer. The parents who accept the place are added to the school group Reception Starters.
• You can then link the taster day, bus routes and PTA forms to the Reception Starters group. The parents who decline the place give you the list to send to the Local Authority.

What to tell these parents

• In the autumn term, remind these parents that they must still name your school on their Local Authority application, as a nursery place is not the same as a Reception place.

Before registration opens

• Registration for the test closes before the Local Authority deadline, so the test registrations need to be kept separate from the applications. Create an application status called Registered in SIMS, with the category Applied. Create two more statuses for the test outcome, for example Qualified and Not Qualified, also with the category Applied.

The forms to create

• Test Registration Form - from the Application Form - Secondary State School template, added to your school's website. Set the Intake Choice question so that each child is created with the Registered status, and set the expiry date to the registration deadline. If your admissions arrangements ask for proof of address, add a File Uploader question for it.
• Test Result - from the Admicity template of the same name, for Employee linked to student, linked to the Registered group under Pre-Admission and Application Status. The template has a heading with the child's name and photo, a mark for each paper, the standardised total score, and an Outcome question with the options Qualified and Not qualified. Choose the application status for each option, so that the child's status changes as soon as the result is submitted.
• Result letters - from the Admicity templates Test Result - Qualified and Test Result - Not Qualified, for the parents of applicants with Applied or Offered status. Link each letter to the matching application status group, so that each parent is sent their child's result as soon as it has been recorded. Both letters make it clear that a test score is not an offer of a place, and that places are allocated by the Local Authority.

Turning the results into offers

• You can then rank the Qualified group using the Admissions Category filters.
• Offers are made by the Local Authority. Parents are sent the offer form linked to the Offered group, and they accept or decline the place.

How sixth form entry is different

• Sixth form admissions are not part of the coordinated admissions scheme. Candidates can hold several conditional offers and make their decision on results day.

Before results day

• Interview appointments can be booked using the Sixth Form - Interview Appointment template. The sixth form team can record each external candidate's interview on a form made from the Admicity template Sixth Form Interview Record, for Employee linked to student. Its last question asks whether a conditional place can be offered. Choose the application status for each answer, so that the conditional offer or the waiting list letter linked to that status is sent to the parents.
• Create the results form from the Admicity template Sixth Form Results, with the audience Employee linked to student. The template has a heading with the candidate's name and photo, a grade for each subject in the conditions, and an Outcome question with the options Met the conditions, Very nearly met the conditions and Below the conditions.
• Schools receive exam results the day before they are published, so use Schedule Go Live to make the results form live on the afternoon before results day.

Changing the status with a school group

• On the Profiles page, click on Add Group and call the group Sixth Form Conditions Met. Tick Enable automatic status updates, choose Offered under To Status and Applied under From Status.
• Every applicant who joins the group is changed to Offered, and the change syncs to SIMS. Because From Status is set to Applied, any applicant who has already been changed to Accepted is not affected.

On results day

• Staff enter each candidate's grades. Open the responses to the results form and click on Export to Group. Choose Export to Existing Group and select the Sixth Form Conditions Met group. Then choose the Outcome question and the answer Met the conditions.
• Every candidate with that answer is added to the group, and their status changes from Applied to Offered. Leave Dynamic Groups ticked, so that any responses submitted later are also added.
• For candidates with borderline grades, the decision can be recorded using the Sixth Form Offer Decision - Borderline Grades template. For external applicants, the place can be confirmed on a form made from the Admicity template Sixth Form Allocation Decision, where the admissions officer leaves ticked only the one category the place is allocated under.
• There are two templates for refusal letters: Sixth Form - Refusal of Place - Grades, and Sixth Form - Refusal of Place - Proximity. Candidates who decline their place can be sent the Declined Offer Questionnaire - Sixth Form.