Intake Management

Overview

The Intake Management feature allows administrators to create and manage intake periods for different academic sessions and programs. Intakes represent enrollment periods for students to join programs like Kainos or Admission-based courses.

Viewing the Table

To access the Intake Management table:

1. Navigate to Backend from the main navigation
2. Click on Intake from the backend menu
3. The table displays all intake periods configured in the system

Table Columns

The Intake table displays the following information:

• S/N - Serial number for the current page
• Name - Name of the intake period (e.g., "Kainos Intake 2024-1", "First Semester Intake")
• Start Date - When the intake period begins (formatted as local date)
• End Date - When the intake period ends (formatted as local date)
• Status - Current status badge:
  • Active - Intake is currently open for enrollments
  • Inactive - Intake is closed or not yet active
• For Kainos - Whether this intake is for Kainos programs:
  • Yes - Intake applies to Kainos
  • No - Not a Kainos intake
• For Admission - Whether this intake is for admission-based programs:
  • Yes - Intake applies to admission programs
  • No - Not for admission programs
• Session Name - The associated academic session for this intake

Searching

Quickly find intake periods using the search feature:

• Search by intake name or session name
• Enter keywords in the "Search intakes..." field
• Results update automatically as you type
• Search across all visible intake records

Filtering

Use filters to narrow down intake records:

• Click the Filter button in the toolbar
• Available filter options include:
  • Status (Active/Inactive)
  • Kainos eligibility (Yes/No)
  • Admission eligibility (Yes/No)
  • Date range filters
  • Session filters
• Combine multiple filters for precise results
• Active filters appear as tags below the search bar
• Remove filters individually or clear all at once

Actions

Each intake record provides the following actions:

• View (Eye icon) - Opens a dialog showing complete intake details including:
  • All intake information
  • Associated session details
  • Start and end dates
  • Program eligibility settings
  • Related statistics (if available)
• Edit (Edit icon) - Modify intake information:
  • Update intake name
  • Change start and end dates
  • Toggle active status
  • Modify program eligibility (Kainos, Admission)
  • Change associated session
• Delete (Trash icon) - Remove the intake period:
  • Confirmation dialog appears before deletion
  • Permanent action - cannot be undone
  • May affect students enrolled during this intake

Sorting

Sort the table by clicking column headers:

• Sortable columns: Name, Start Date, End Date
• Click once for ascending order (A-Z, oldest to newest)
• Click again for descending order (Z-A, newest to oldest)
• Sort indicator shows current sort direction

Pagination

Navigate through intake records efficiently:

• Items per page options: 10, 20, 50, or 100
• Use Previous/Next buttons to navigate pages
• Jump to specific pages via the page selector
• Total intake count displayed in the table header: "Intakes [count]"
• Current page and total pages shown in pagination controls

Permissions/Access

Access requirements for Intake Management:

• Currently: Permission guards are commented out (under development)
• Planned permission: VIEW_INTAKE for viewing intakes
• Additional permissions for create, edit, and delete operations
• Contact your administrator for access-related issues

Screenshots

Common Workflows

Creating a New Intake Period

1. Click the Create Intake button in the toolbar
2. Enter the intake name (e.g., "Kainos Intake 2024-2")
3. Select the associated academic session
4. Set the start date (when enrollment opens)
5. Set the end date (when enrollment closes)
6. Select program eligibility:
   • Check "For Kainos" if this intake is for Kainos programs
   • Check "For Admission" if for admission-based programs
7. Set status to "Active" if enrollment should begin immediately
8. Click Save to create the intake period

Finding Active Intakes for Current Enrollment

1. Click the Filter button
2. Select Status: Active from the filters
3. Optionally filter by program type (Kainos or Admission)
4. Click Apply Filters
5. The table shows only currently active intake periods
6. Review the end dates to see enrollment deadlines

Closing an Intake Period

1. Search for the specific intake by name
2. Click the Edit (pencil) icon
3. Change the status from "Active" to "Inactive"
4. Optionally adjust the end date if needed
5. Click Save to close the intake
6. Verify the status badge now shows "Inactive"

Planning Intakes for an Academic Session

1. First, ensure the academic session is created in Session Management
2. Click Create Intake for each intake period needed
3. For a typical session, create:
   • First semester intake (Admission)
   • Second semester intake (Admission)
   • Kainos intake periods as needed
4. Set appropriate start/end dates for each
5. Stagger dates to avoid enrollment conflicts
6. Review all intakes for the session using filters

Reviewing Past Intakes

1. Click the Filter button
2. Select Status: Inactive
3. Use date range filters to specify the time period
4. Apply filters to view historical intakes
5. Click View on any intake to see enrollment statistics
6. Export data if needed for reporting