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New Application Launch Checklist

Sonali Soi
  • Updated

While you build your Avela Apply form and make it available for your community, your Avela CS Representative will walk you through a ten-step checklist to ensure your site is ready to go. These are the highlights:

1.ย  ๐ŸŽจ Configure Your Avela Instance

  • Logo and branding
  • Auto-translate languages
  • Family support contact information for your organization
  • Determine primary landing URL that will be linked from your organization's website (default to phone or email signup/login)
  • Setup your schools, grades, and enrollment periods

2. ๐Ÿ“‹ Build Your Avela Form(s)

  • Work with your CS rep to determine how the first version of your application form will get into Avela (depends on the Avela package purchased and complexity of your form)
  • Important topics to think about when building your form:
    • Eligibility questions that determine what schools/programs are available to select from
    • Date of Birth ranges for each grade on the Grades-type question
    • Conditional questions that show up based on the answers to previous questions
    • School-specific questions that show up based on the list of schools/programs selected by the parent
    • Gathering information needed for any lottery priorities
    • Hyperlinks out to other websites
    • Verifications
    • Internal-only questions
    • Any geographic-based eligibility/tags (e.g., zoned school)
    • Form audience (who should be able to complete this form)

3. ย ๐Ÿ’ฌ Set Up Family Communication

  • Personalizable glossary of terms
  • Status descriptions
  • Automatic Messages
    • We recommend all clients use the 'Form submitted' message.
    • If desired, you can edit and toggle on 'Form started', ย 'Form deleted' (by parent), 'Form canceled' (by admin), and/or 'Form verified' messages
    • The offer/waitlist period messages can typically wait until closer to your lottery or placement process begins. At that point, you may want to consider school-specific messages.

4.ย ๐Ÿ‘จโ€๐Ÿ‘ฉโ€๐Ÿ‘งโ€๐Ÿ‘ฆ Test Your Site as a Parent

  • Pay special attention to the following to ensure they meet your needs.
    • Onboarding/account verification flow
    • Which fields are required
    • Test any conditional logic
    • Test all hyperlinks
    • Date of birth-grade restrictions
    • Test in any key non-English languages that your community will be heavily using
    • Triggered communications formatting

5. โœจ Build Your Admin Workflows

6.ย ๐Ÿ” Test Your Site as an Adminย 

  • Pay special attention to the workflows and steps you configured in step five to ensure they are working as expected

7. :arrow_up: Import Your Existing Data

  • Whether or not existing data from your previous enrollment system will be imported into Avela is determined during the sales period.ย 
  • If your package includes data imports, your CS Rep will provide you with a template to capture your existing parents, students, and form responses.
  • Your CS Rep will work with you to make sure the data you provide is in the correct format needed for import, and will then import it on your behalf.

8. :admission_tickets: Set up your Lottery Waitlist and/or Placement Rules

9. ๐Ÿ‘ฅ Configure Teams and Add Team Members

  • Can add team members individually (if over 10 team members, work with your CS rep to import this list as a csv/spreadsheet)
  • Determine both the role assigned and the school(s), if relevant
  • If setting up custom role/team permissions (depends on the Avela package purchased), work with your CS rep to determine those teams and set up and test them.
  • Work with your CS rep to determine the training plan for your school-level admin users

10. ๐Ÿš€ Launch Your Avela Site!

  • Active Enrollment Period, Activate Form, and toggle on "Accept New Form Entries" from the Form Settings
  • (Recommended) Launch email to school admins, potentially covering the following content:

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