Overview
The Intake Form (/intake) is the front-desk registration screen. It supports live duplicate detection (name and address), NYC address verification for new students, session-hour validation, cabinet or archive-box location, and a clear success summary after save.
Student Intake form — Register Student tab with personal info, session, and time fields
Intake member guide + Print / PDF
At the top of Register Student, expand Intake member guide for NEW and RETURNING steps plus a pre-submit checklist. Use Print / PDF to save a desk copy (browser print → Save as PDF).Translate for multilingual students
Many students are more comfortable in another language. Use the Translate control at the top right of Intake:- Open the language dropdown (language icon).
- Choose the student’s language (Spanish, Chinese, Arabic, French, and many more).
- Turn the screen toward the student so they can follow labels and options.
- Set Translate back to English before the next student.
Green Translate tip on Intake — multilingual students
Student types
Continuing Intake was removed. Returning students use RETURNING on the same screen — no separate modal.
NEW student — step by step
1
Open Intake and select NEW
Choose NEW under Student Status.
2
Check ASISTS (required gate)
Search ASISTS / legacy roster and this system (including archived) by name, DOB, or both. If a live/archived match is the person with you, use Same person — log returning. If ASISTS-only, you may continue as NEW. If no match, check I checked ASISTS — student was not found so personal info unlocks.
3
Enter personal information
- First and last name (required) — A–Z, spaces, and hyphens
- Date of birth — a human-readable date appears under the picker
- BE/ESL age rule — students must be at least 21 years old on their birthday for BE or ESL
4
Contact and address
- Phone and email
- Paste full address → Parse, or enter street, Apt/Unit, city, state, ZIP separately
- Verify with NYC Geoclient before submit (when configured)
- View on Google Maps after verify
5
Review duplicate matches
The system checks same DOB + similar name and compares home address. See Duplicates and siblings. Only use This is a different person for a true sibling or coincidence.
6
Complete intake details
Choose BE or ESL, intake activities, placement class, intake session, Time In, and Leaving/Staying (Time Out required if Leaving).
7
Submit
Click Register Student. The success screen shows a summary of what was saved — not a label print preview.
Session hours (required)
Each school configures intake sessions with start and end times (for example MORNING 9:00 AM – 1:00 PM or BUSHWICK EVENING 4:00 PM – 9:00 PM).- Time In and Time Out must fall inside the selected session window
- Invalid times show a red error under the field and block submit
- The allowed window appears under Time In once a session is selected
RETURNING student — step by step
RETURNING student selected — prior visit history and locked profile fields
1
Select RETURNING and search
Search by name and date of birth. Select the matching record from results.
2
Review visit history
An accordion shows prior intake visits (date, session, activities, times). Prior visit data is not overwritten.
3
Personal info and address are locked
Name, DOB, phone, email, and address fields are read-only. Only today’s visit fields are editable.
4
Record today's visit
Enter fresh BE/ESL, session, activities, and time in/out. Submit appends a new visit snapshot. Click Log Visit & Save.
Returning archived students
If the student file is already archived, Intake does not assign a new drawer for the school year.
Staff can scan the archive-box QR to find the physical file when paperwork needs to be added.
Under 21 — Pathways to Graduation (P2G)
Students younger than 21 are not eligible for BE or ESL. When age applies, Intake blocks BE/ESL enrollment and can show a copyable referral message for Pathways to Graduation. Use Copy message for email on the success screen (or when the under-21 notice appears) to paste into Teams or email.Success screen
After save you see:- Student name, ID, and status badges
- A summary of the visit or registration (session, times, activities, contact)
- File location (active drawer or archive box)
- Address with optional Google Maps link
- Under-21 P2G referral card when applicable
Fix intake time issues
The yellow banner at the top of Intake lists students with time problems (outside session hours or handoff Time Out issues).
Fix intake issues dialog — correct session hours or handoff Time Out
- Correct session hours (change session and/or Time In / Time Out)
- Fix handoff issues (early Time Out or missing final clock-out)
Duplicate flag example
Possible duplicate matches with sibling acknowledgement checkbox