Lead to student profile
Review an incoming Lead, decide the right outcome, and create or connect the correct student profile.
Use this guide when a new Lead arrives and a user needs to decide what should happen next.
A Lead is not daily student work yet. It is incoming student interest that needs a quick review. The review decides whether the team should assign it, keep it for later, reject it, create a new student profile, or connect it to an existing student profile.
The safest habit is simple: check the Lead first, search for an existing student profile, then choose the right action.
Watch the inquiry-to-Lead workflow
This video shows how a prospective student submits a public inquiry form and how the information reaches Edmissa for review.
Start from Leads
Open Leads from the main navigation. The direct route is /t/leads.
The Leads page shows status tabs, search, source filtering, table columns, and bulk actions. Use it as the intake queue for new student interest.
Use the status tabs to start in the right queue:
| Status | What to do first |
|---|---|
| Pending | Review the Lead and decide the next action. |
| Ready | Review the processed Lead and decide whether to create, connect, assign, or reject it. |
| Reviewed | Reopen if the team is ready to continue. |
| Converted | Continue from the created student profile. |
| Duplicate | Continue from the existing student profile. |
| Rejected | Leave it unless the rejection was a mistake. |
| Failed | Ask an admin to review the source data or mapping. |
Search by email, phone, or name when you know who you are looking for. Use Add filter when you need to narrow the list by source, such as Public Forms, Facebook Lead Ads, Google Forms, Typeform, Jotform, or Generic Webhook.
Open the Lead
Select the view action on the row to open Lead Details.
The details panel shows:
| Area | What to check |
|---|---|
| Status and Lead number | Confirms whether the Lead is new, ready, reviewed, converted, duplicate, rejected, or failed. |
| Contact Information | Shows the name, email, and phone received from the source. |
| Source | Shows the provider, received time, form, and connection when available. |
| Assignment | Shows whether a user already owns the next step. |
| Mapped Data | Shows the values Edmissa understood and mapped into usable fields. |
| Raw Webhook Data | Shows the original incoming payload for admin troubleshooting. |
Use the contact information and source first. If the Lead has no useful contact details, it may need follow-up, review, or rejection instead of profile creation.
Decide the outcome
Choose the action that matches the real situation.
| Situation | Best action |
|---|---|
| The Lead is useful but needs another person to follow up. | Assign it to the correct user. |
| The Lead has been checked, but the team is not ready to create or connect a profile. | Mark it as reviewed. |
| The student is real, the contact details are usable, and no matching profile exists. | Create a new student profile from the Lead. |
| The student already has a profile. | Connect the Lead to the existing student profile. |
| The Lead is spam, unusable, or clearly not student interest. | Mark it as rejected. |
| The Lead is test data or accidental cleanup. | Delete it only when your team is sure it should be removed. |
Do not create a student profile just because the Lead is ready. Ready means the Lead has been received and can be reviewed. The user still needs to decide what should happen next.
Search before creating
Before creating a new student profile, search existing student profiles by:
| Search value | Why it helps |
|---|---|
| Usually the safest duplicate check. | |
| Phone | Useful when students use different email addresses. |
| Full name | Helpful, but weaker than email or phone on its own. |
If you find a matching student profile, connect the Lead to that profile instead of creating a new one. This keeps documents, applications, tasks, and activity in one place.
Only create a new student profile when you are confident that the student is not already in Edmissa.
Create the student profile
Create a student profile from the Lead when:
- The Lead is real student interest.
- The contact details are usable enough for the team to continue.
- The student does not already have a profile.
- The mapped data looks trustworthy.
- The source is one your team expects to process.
When a Lead is converted, Edmissa creates a new student profile using the Lead contact details and mapped data. If the connected form is configured to start an application, Edmissa can also create the application at the same time and place it in the form's configured pipeline.
That makes this action important. Review the Lead before you choose it.
Connect to an existing student profile
Connect the Lead when the student already exists in Edmissa.
The link dialog lets you search by name, email, or phone. Type at least a small part of the value, choose the matching student profile, then confirm the link.
Use the update option only when the incoming Lead data is trustworthy. It fills missing contact fields on the existing student profile. It should not be used to overwrite information without checking it first.
After linking, the Lead is treated as a duplicate, and daily work should continue from the existing student profile.
Assign ownership
Assign a Lead when someone should own the next step before profile creation.
The assignment dialog lets you search users by name or email, select a user, and assign the Lead. The Lead details panel shows when a Lead is unassigned and shows the assigned user when one is selected.
Assign instead of creating a profile when:
- The Lead needs a call or message before the team knows whether it is real.
- The Lead is useful but missing important details.
- A counselor should check the source or mapped data.
- The Lead came from a campaign that a specific user owns.
Bulk assignment is also available from the Leads list when several selected Leads should go to the same user.
Mark reviewed or rejected
Use Mark as Reviewed when a user checked the Lead but does not want to create or connect a profile yet. Reviewed Leads can still be opened later.
Use Mark as Rejected only for spam, unusable submissions, or records your team should not act on. Rejection is a decision, not a parking place for unclear Leads.
Use reset only when a reviewed, rejected, or failed Lead needs to return to the normal review queue.
After the student profile exists
Once the Lead creates or connects to a student profile, continue from the student profile.
Use the student profile to review the student's shared details, ownership, location, documents, tasks, and related applications. If an application was created from the Lead source configuration, open Applications and continue the work in the correct pipeline, such as Student Visa Processing.
Good habits
- Review the Lead details before taking action.
- Search by email and phone before creating a student profile.
- Assign unclear Leads instead of rejecting them too quickly.
- Use reviewed status when the Lead has been checked but is not ready.
- Connect duplicate Leads to the existing student profile.
- Create a new student profile only when the student is real and not already in Edmissa.
- Check whether the source form can also create an application.
Related guides
| Guide | Use it for |
|---|---|
| Leads | Understand the Leads list, statuses, filters, and bulk actions. |
| Student profiles | Continue work after the student profile exists. |
| Applications | Continue into the application when the Lead starts application work. |
| Lead capture troubleshooting | Fix Leads that do not arrive, map incorrectly, or fail after submission. |
| Workflow decisions | Decide which Edmissa area should hold each kind of work. |
Video transcript
Most education consultancies lose valuable enquiries between website forms, campaign messages, spreadsheets, and WhatsApp chats. Edmissa gives every prospective student one clear starting point: a structured, public enquiry form.
Each form can be created for a specific service, branch, counsellor, or campaign. Share its link on your website or directly through WhatsApp, so students can submit their details without waiting for office hours.
The same form link can support Facebook, Instagram, Google, or TikTok campaigns. Instead of copying enquiries from several inboxes, your team receives consistent Lead information inside one student recruitment workspace, ready for prompt, organised follow-up.
Your agency controls what the form asks. Add or remove fields, make key answers required, define the available destinations and study levels, and keep the experience focused on the information your counsellors genuinely need to qualify each new enquiry.
Brand the page with your agency name and logo, then create separate forms when different campaigns need different questions. Here, we are using a sample Study Bridge consultancy form to show the student experience clearly from the beginning.
The student begins with basic identity information. A short, well-designed form reduces friction, especially for people arriving from mobile campaigns, while still giving your team enough detail to recognise and contact the Lead without chasing basic details later.
As the name and contact details are entered, every answer is captured in the same format. That consistency matters when several counsellors or branches share responsibility for responding quickly and keeping records complete throughout the entire student journey, from enquiry onwards.
Edmissa validates important fields while the student types. A properly formatted email address and phone number reduce avoidable mistakes before submission, so your team spends less time correcting data and more time speaking with students who are genuinely interested.
Here, an incomplete phone number is flagged immediately. The student receives clear guidance before the enquiry can move forward, protecting the quality of every new Lead record.
Once the number is corrected, the field is accepted. This simple check helps your counsellors reach the student successfully instead of discovering unusable contact information after the enquiry arrives.
Destination and study level options are also configured by your agency. Show only the countries and qualifications relevant to your services, making the form simpler for students and the resulting Lead easier to qualify.
With the required information complete, the student submits the enquiry. A customised confirmation appears immediately, reassuring them that your agency has received their details and will follow up.
The confirmation also provides a unique Lead reference, making future calls and WhatsApp conversations easier to trace. The student knows the enquiry was received, while your agency starts with complete, reliable, validated information.