Online Admissions Guide: From Wave Setup to Graduation Results

This guide is for admins or admissions staff running new-student admissions (PSB), from setting up registration waves to tracking the final results.

Before you start

• The Admission menu only appears when the PSB + Website add-on is in your school's subscription. The same add-on also unlocks Website Sekolah (the school website).
• The Admission menu is for Superadmin and Admin, and each page follows Access Control permissions: Kelola Setup PSB for PSB Setup, and Lihat Pendaftaran PSB, Lihat Pembayaran PSB, Lihat Ujian PSB, and Lihat Pengumuman PSB for the other pages.
• An active academic year is set. PSB Setup always works on the current academic year.
• To use follow-up bills and automatic class placement, create your Bill Types and Classes first.
• The admissions screens show Indonesian labels whatever language you choose; this guide quotes them as they appear.

Set up PSB

Open Admission → PSB Setup (/admin/psb/setup). Setup has four steps. Use Lanjut ke … (next) and Sebelumnya (back) to move between them.

1. Dasar Operasional (operational basics)

1. Choose the Status public:
   • Coming Soon: the public page shows a teaser and countdown.
   • Open: the active wave and registration form are shown.
   • Closed: the public page stays up, but registration is closed.
2. Choose the Level seleksi default (default exam level): Mudah (easy) or Sulit (hard).
3. Choose Provisioning Akun, which sets when the student account is created: Buat Akun Setelah Lulus (after passing), Buat Akun Setelah Pembayaran (after payment), or Buat Akun Setelah Finalisasi Admin (after admin finalization).
4. Under Manajemen Gelombang, click Tambah Gelombang (add wave) and fill in:
   • Nama Gelombang (name), Status Gelombang (Draft, Published, Active, Archived), and Kuota (quota).
   • Biaya Normal and Biaya Promo (the promo fee must be lower than the normal fee).
   • Buka Pendaftaran and Tutup Pendaftaran (open and close dates).
   • Wajib ujian seleksi (exam required; turn off for a wave without an exam) and Wajib bayar sebelum review berkas (payment required before document review).

Only one wave can be Active at a time, and registration opens only once a wave is Active.

2. Automasi Pasca-Lulus (post-acceptance automation)

Turn on Aktifkan tagihan lanjutan & assignment kelas otomatis if you need it.

• Tambah Tagihan Lanjutan (follow-up bill): choose the Master Tagihan, Tipe (Wajib or Opsional), Nominal, Jatuh Tempo (hari) (days until due), and Status syarat kelas (Harus lunas = must be paid, or Cukup in progress).
• Tambah Rule Kelas (class rule): set the Kelas tujuan (target class), Ranking awal, Ranking akhir, and Kapasitas. Accepted applicants are placed in a class by rank.

3. Konten Public (public content)

Fill in the Headline Public, Deskripsi Singkat (short description), the opening and closing countdown options, and the contact person: Nama Admin PSB, Nomor WhatsApp Admin PSB, Pesan Bantuan Singkat, and Jam Respon (response hours).

4. Review Final

Check the summary that will appear on the public page (status, wave, exam, price, contact). Click Simpan & Sinkronkan to save and apply the setup to the public page.

Review applicants

1. Open Admission → Registration (/admin/psb). Search by name, email, or registration number, and filter by academic year. The Pembayaran, Ujian, Pengumuman, and Setup buttons at the top right open the other admissions pages.
2. Use the Verifikasi Pembayaran tab for all applicants, or Siap Ujian Seleksi for verified applicants ready for the exam.
3. Click View to open an applicant's details.

Applicant statuses: Menunggu Pembayaran (awaiting payment), Menunggu Verifikasi Pembayaran (payment awaiting verification), Pembayaran Disetujui (payment approved), Pendaftaran Terverifikasi (registration verified), and Ditolak (rejected).

Applicant details and documents

1. Check Data Pendaftar (applicant data) and Data Sekolah Asal (previous school).
2. In Review Profil untuk Sinkron Akun, complete the student and parent/guardian data (Ekstrak Draft OCR can help), then click Simpan Review.
3. In Dokumen Berkas, click Setujui (approve) or Tolak (reject) for each document, or use Setujui Semua Valid. Rejected documents are marked for the applicant to revise.
4. Once the payment is approved, click Verifikasi Pendaftaran Final.

Verify payments

1. From the Registration page, click Pembayaran to open Registration Payments (/admin/psb/pembayaran), which lists every registration payment and its method (Tunai = cash, Transfer Manual, or Payment Gateway).
2. For a payment awaiting verification, check the Bukti Transfer (transfer receipt) in the applicant details.
3. Click Verifikasi to approve, or Tolak and enter the Alasan penolakan (rejection reason, required).

Payments made through the payment gateway / virtual account (VA) are marked paid automatically once the gateway confirms them, so checking the Bukti Transfer is mainly needed for manual transfers.

Prepare the selection exam

You can only set up the exam when there is an Active wave with Wajib ujian seleksi turned on.

1. Open Admission → Selection Exam (/admin/psb/ujian-seleksi) and click Atur Jadwal Ujian.
2. Fill in Nama Ujian, Tanggal Mulai, Tanggal Selesai, Durasi (menit), Passing Score, Maks. Kesempatan (max attempts), and Jumlah Soal Ditampilkan (questions shown), then Simpan Jadwal. The schedule must fall within the active wave's dates.
3. Click Tambah Soal. Choose the Tipe Soal (Benar / Salah, Pilihan Tunggal, Pilihan Ganda), write the Pertanyaan, add an image or audio if needed, mark the correct answer, then Simpan Soal.

Saved questions cannot be edited or deleted yet, so check them before saving.

Track graduation results

Open Admission → Graduation Announcement (/admin/psb/pengumuman). The system creates results automatically based on each wave's rules (with or without an exam): Lulus (passed), Tidak Lulus (not passed), or Cadangan (reserve). The summary above the table counts participants, passed, not passed, reserve, and how many results are announced or not yet announced. Use the Hasil Acuan, Hasil Publish, and Konsistensi columns to check that published results match.

Troubleshooting

• Hanya satu gelombang yang boleh berstatus Active pada satu waktu. Only one wave can be Active. Move other waves to Published or Archived.
• Status Coming Soon butuh jadwal gelombang berikutnya. Coming Soon needs the next wave's opening date.
• Minimal satu soal aktif wajib tersedia. The wave requires an exam but the question bank is empty.
• Master tagihan belum tersedia or Master kelas belum tersedia: create Bill Types or Classes first.
• Atur Jadwal Ujian is disabled: there is no Active wave that requires an exam.

Next steps

• Student Billing and Payments
• Managing Academic Data: Classes, Students, Subjects
• Content, Website, and Notifications