Admission Test

Procedure – Admission Test (Concours)

Code: REC-PRO-006-C
Version: 2.0 — Updated October 2025
Department: Recruitment

Purpose

Ensure a standardized and efficient process for organizing and managing student admission tests through Zoho One, from candidate registration to communication of results.

Scope

Applies to all programs requiring an admission test (on-site or online) for new student intake.

Responsibilities

  • Recruitment Officer: coordinates candidate contact, scheduling, and payment collection via Zoho CRM and Zoho Books.
  • Academic Manager: prepares and supervises the evaluation session.
  • Quality Officer: monitors compliance with the procedure and updates documentation.

Procedure Steps

1️⃣ Candidate Information

  • The Recruitment Officer explains the admission test process, program details, and tuition fees.
  • Reference documents are available in Zoho WorkDrive under /Recruitment/Admissions/Program Brochures.

2️⃣ Appointment Scheduling

  • The candidate receives an email via Zoho CRM → Email Template: “Admission Test Invitation”.
  • Two available dates are proposed.
  • The chosen date is recorded in Zoho Calendar and linked to the CRM contact.

3️⃣ Test Payment

  • The Recruitment Officer creates a payment link in Zoho Books (Item: “Admission Test Fee”).
  • Once payment is confirmed, the CRM status changes to “Test Confirmed”.
  • The candidate automatically receives a confirmation email through Zoho Flow.

4️⃣ Test Administration

  • The Academic Manager is notified automatically via a Zoho Flow trigger (email to @eclyon.com).
  • Tests can include:
    • Part 1 – General Knowledge (Google Form or Zoho Survey)
    • Part 2 – Motivational Interview (in person or via Zoom / Zoho Meeting)
  • The evaluation grid is stored in Zoho Forms → Admissions / Evaluation Form.

5️⃣ Candidate File Management

  • Candidate files are centralized in Zoho CRM → Modules → Admissions.
  • The Academic Manager attaches the completed evaluation grid to the CRM record.
  • The Recruitment Officer verifies all mandatory fields (ID, transcript, test result).

6️⃣ Results Communication

  • Within 48 hours, the Recruitment Officer sends the result via CRM:
    • Accepted: Email template “Admission Offer” + creation of enrollment opportunity in CRM.
    • Refused: Email template “Admission Declined”.
  • All exchanges are logged automatically in Zoho CRM.

Tools Used

  • Zoho CRM
  • Zoho Books
  • Zoho Flow
  • Zoho Meeting
  • Zoho Survey / Zoho Forms
  • Zoho WorkDrive

Validation

  • Recruitment Department Head: validation of process updates.
  • Quality Department: annual audit and documentation control.

Version History

Date Description Author
04/12/2019 Initial creation F. Mara
01/01/2021 Update M. Ferrand
30/10/2025 Digitalization with Zoho One integration L. Vessiere
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