Document verification

Check the three required admission documents on each application, record verification notes, and understand which stages the check blocks.

Admissions guide for day and boarding schools.

Last updated August 29, 2026

Document verification is the one manual gate in the admissions pipeline that cannot be skipped. Applicants upload files with the public application form; a member of admissions staff then opens each file and records a decision. Verification is per document, not per application, and the system derives the application-level state from the three required types.

The check is deliberately placed early. It fires the moment you try to move an application to any stage from Test scheduled onwards, which means an unverified applicant cannot be scheduled for a test, shortlisted, waitlisted, offered, or enrolled. Verifying at review time rather than at offer time avoids a scramble on the day offers go out.

What counts as required

Document type	Status	Notes
BIRTH_CERTIFICATE	Required	Blocks stage progression until verified
AADHAR	Required	Aadhaar number is also deduplicated per cycle
PHOTO	Required	Student photograph used on admit cards
PREVIOUS_MARKSHEET	Recommended	Does not block submit or offers
TRANSFER_CERTIFICATE	Recommended	Relevant only for transferring students

The review loop

Open /admissions/applications and filter by cycle and stage
Open the application detail page and review each uploaded file
Mark the document verified, or leave it unverified and add a verification note explaining what is wrong
Contact the family to upload a replacement - /admissions/track lists each document and its verified state once they enter the application number, parent email, and student date of birth
Advance the stage only once all three required types are verified

Handoff

Verification is what unlocks the rest of admissions. Once the three required types are verified, the application can be shortlisted and an offer can be issued from /admissions/offers, and enrollment at /admissions/enrollments will accept it. Enrollment then reuses the same application record to create the student on the roster and to provision the guardian portal account from the parent name, email, phone, and address captured on the form, so a clean application is also a clean parent record.

Limits

There is no automated authenticity check - no OCR, no registry lookup, no expiry parsing. A human decides
The required set is fixed in the product; a cycle form can collect extra custom fields and files, but those extras never block a stage
Verification does not notify the family. If a document is rejected, contact them yourself

Common questions

Quick answers in plain language.

Which documents must be verified before an offer can be issued?+

Birth certificate, Aadhaar document, and student photograph. All three must exist and be marked verified, otherwise offer creation and enrollment return 400 with code DOCUMENTS_NOT_VERIFIED and name the missing types.

Can a family replace a document after submitting?+

Staff can delete a document only while the application is still DRAFT or SUBMITTED. After review has started the delete is refused, so ask the family to upload an additional file and verify the correct one.

Who is allowed to mark a document verified?+

Admissions staff: a Principal or Vice Principal on an Admissions committee, or a Platform Admin. The action is PATCH /api/admissions/applications/[applicationId]/documents/[documentId] and it stamps the verifier and timestamp on the record.