Form statuses

Statuses in Avela are configurable, so your organization’s may have different names. But at a high level, these are the statuses a form in Avela can have: 

• In progress

  As soon as a family starts a form, or if created in that status by staff. It can also be set to this at any point in time by staff with permissions to change statuses.

• Submitted

  As soon as the form is submitted by a family or staff. It can also be set to this at any point in time by staff with permissions to change statuses.

• Verified

  Can be set at any point in time by staff with permissions to change statuses.

• Ready for lottery

  Can be set at any point in time by staff with permissions to change statuses.

• Admissions

  Automatically set whenever a form is added to a waitlist or receives an offer.  During this phase, each school on the form also gets a sub-status with the details — see below.

• Canceled

  Can be set at any point in time by staff with permissions to change statuses.

Form sub-statuses

While a status describes the form as a whole, a sub-status tracks where each school choice on the form stands during the admissions phase. A form with three ranked schools can have a different sub-status at each one — for example, an offer at one school and a waitlist spot at another. Sub-statuses fall into three groups:

Waitlist related

• Waitlisted 

  This specific school submission was added to a waitlist, either manually or automatically. Learn more about Auto waitlist in Avela

• Withdrawn

  This specific school submission was withdrawn (typically by the family) from the waitlist.

• Removed

  This specific school submission was removed (by staff) from the waitlist.

Offer related

• Offered

  This specific submission received an offer from the school.

• Accepted

  Family or staff accepted the offer

• Declined

  Family declined the offer - may also be declined by staff on behalf of families.

• Revoked

  Staff revoked the offer manually or automatically, when an offer expires. Learn more about Auto revoke in Avela

Other

• Not considered 

  Staff excluded this school option from lotteries and offers.

What do statuses and sub-statuses look like for families?

In their homepage, families can see a card summary of each form they’ve ever started, along with their status and status description. 

Status descriptions can be modified as an additional means of communicating with the family at a glance. See more about modifying status descriptions.

Once a school choice has a sub-status, families also see it as a tag on that school's card. The tag includes extra detail when it's most useful: an offer with a deadline shows the time remaining (for example, "Offered, 3d left"), and if your organization shares waitlist positions, a waitlisted school shows the student's place in line (for example, "Waitlisted, #5"). Note that these tag-like items can be clicked or tapped on by families to reveal additional information - such as the meaning of a family-facing tag, or the exact date an offer will expire.

What do statuses look like for admins?

On the admin side, forms are organized in tabs according to their status so staff can more easily focus on what matters.

All tab

This tab contains all forms from all statuses. 

Submissions tab

This tab contains forms in the “Submitted”, “Verified” and “Ready for lottery” statuses. "In progress" forms are excluded as this tab is mean to show completed forms.

Waitlists tab

This tab contains forms in the "Admissions" status with sub-statuses related to waitlists: “Waitlisted”, “Withdrawn”, “Removed” from the waitlist.

Offers tab

This tab contains forms in the "Admissions" status with sub-statuses related to offers: “Offered”, “Accepted”, “Declined” and “Revoked”.

Filters

Use the "Filter" button on any of these tabs to access powerful filters to further drill down into subsets of your forms. You can leverage both statuses and sub-statuses - along with their dates - to pull up concise slices of data.

How do I change the status of a form?

You can change the status of forms either individually (student by student) or in bulk (multiple students at once). 

To change a status individually:

1. Navigate to a student's form.

2. Click the "Set to" button.

3. Select the status you'd like to change the form to. Status changes and their author are recorded in the form history, so you can trace back everything that happened to a form since it was created.

To change statuses in bulk:

1. In the form list, select all the students you'd like to change. 

2. Click "Update status"

2. Select the status you'd like to change the form to. Status changes and their author are recorded in the form history, so you can trace back everything that happened to a form since it was created.

How do I change the sub-status of a form?

Sub-statuses aren't set from the "Set to" or "Update status" menus. Instead, they change as a result of waitlist and offer actions, available in the More menu (⋯) — on a single form response, or in bulk after selecting multiple form responses in the list:

• Add to waitlist sets the school choice to "Waitlisted", and Remove from waitlist sets it to "Removed".
• Make offer sets it to "Offered"; from there, Accept offer, Decline offer, and Revoke offer set the matching sub-status.
• Exclude sets it to "Not considered".
• Clear sub-status removes the sub-status along with its offer or waitlist information, giving the school choice a clean slate.

Sub-statuses can also change automatically if your organization uses rules — for example, automatically waitlisting forms, or revoking offers when they expire.

Like status changes, every sub-status change and its author are recorded in the form history.

To change a sub-status individually:

1. Navigate to a student's form.

2. Scroll down to their Schools list.

3. Click on the  More ⋮ button to take the desired action. Note: Some actions may be disabled if the response is already in that sub-status, or if the response requires a previous state to happen. For example, staff can't add to a waitlist a response that's already waitlisted, and staff can't decline an offer that hasn't been made yet.
 

To change a sub-status in bulk:

1. In the form list, select all the students you'd like to change. 

2. Click on the More ⋮ button to take the desired action. Note: Some actions may be disabled if the response is already in that sub-status, or if the response requires a previous state to happen. For example, staff can't add to a waitlist a response that's already waitlisted, and staff can't decline an offer that hasn't been made yet.