• 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.
• The four invitation toggles are disabled by default; enable each when you are ready for that group to go live. Parent invitations have separate toggles for on-roll and applicant parents.
• 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.

• 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. Expired invitations can be resent individually or in bulk using the Select All checkbox and Re-send Invite button. You can filter by registered-but-unconfirmed or not-yet-activated contacts.
• 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.

• 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.

• 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, toggle it off on the Group Filters page; toggle it back on to make it visible again.
• Changes take effect immediately on the Profiles page.
• Hiding a filter group does not remove the underlying data, it only removes the filter option from view.

• 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.

• 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, Nationality, Ethnicity, Religion, and Country of Birth) plus the Passport field; all data syncs to and from SIMS.
• The Medical tab has four 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); and GP Details (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 covers dietary needs, allergies, and Free School Meals. 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; tick 'Not Available to Parent' to hide a document from parents, and note that deleted documents cannot be recovered. The Forms tab shows forms assigned to the student, split into one-time Forms and reusable Notification Forms. The Groups tab shows all School Groups the student belongs to.

• 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 (Basic tab only) and their forms via My Forms. A School Admin viewing an employee's profile via the Profiles sidebar sees both the Basic tab and the Forms tab.
• The Forms tab (visible to School Admins) is divided into four sub-tabs: Forms (one-time assignments), Self-Service Forms (reusable), Approvals (submissions where the employee is an approver), and Communications. Staff who also hold the Parent role will see forms for their child here too.
• 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 Edit, Make Live, View Responses, Archive, Delete, Clone, and Copy URL (for 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

• Form Creation Wizard guides you through setup with questions, ideal for new users or complex forms; settings can be changed later.
• Choose Admicity Template lets you start from a professionally designed ready-made template and customise it for your school.
• Choose School Template starts from a template your school has already saved, ideal for consistency and reuse.
• Send an Email creates an email-only communication quickly; live emails appear under the Communications tab.
• Start from Blank gives you a completely empty layout with full control, best for experienced users building bespoke forms.

Form Types

• Regular form with email notification is the standard form; recipients receive an email with a link to complete it.
• Application or Acceptance forms generate a URL or iframe 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.
• The audience determines who receives the form; options include parents with Admicity accounts, applicant parents (Applied/Offered), employees, students, previous schools, or external email recipients.

• The Reports feature is found by clicking on the Reports icon in the top navigation menu.
• You can export student or employee information in XLSX (Microsoft Excel) or CSV format.
• 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.
• You can also export specific reports from other parts of Admicity, for example Form Responses and User Accounts.

• The Document Management page allows you to upload documents that are visible to all parents of accepted applicants and on-roll students.
• It is the correct place for school-wide documents such as the uniform policy, lunch menus, or behaviour expectations.
• Click Add Document to upload a file; it will appear in the list and become available to parents immediately.
• Each document can be downloaded or deleted using the three-dot options menu; deleted documents are no longer available to parents.
• 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.
• The medicine management workflow uses conditional forms, approval stages, and month-by-month subgroups to track medication expiry dates and automatically remind parents when replacement is needed.
• Schools can save completed forms as School Templates and use scheduled Go Live dates to automate reminder workflows, covering expiry dates across multiple years without ongoing manual effort.