Pipelines

Pipelines define the path an application follows in Edmissa. Use this guide to create or review the workflow itself: its name, purpose, access, default behavior, and stage order.

For the detailed stage options inside a pipeline, use Pipeline stages.

What this guide helps you set up

Use this guide when you need to create or review an application pipeline before your team starts using it for live work.

The setup has four parts:

1. Decide which application journey the pipeline represents.
2. Create or edit the pipeline in Settings.
3. Add the stage names in the right order.
4. Test the workflow with a sample application before the team uses it.

Before you start

Confirm these items before changing pipelines:

If the details are not ready, create a simple pipeline first. You can add stage requirements, approvals, access, and notifications after the base workflow is clear.

Open Pipeline Management

Go to Settings, then Pipelines.

The page title is Pipeline Management. The subtitle is Manage your workflows and application processing stages.

At the top of the page, admins can use:

Each pipeline appears as a card. A card can show the pipeline name, stage count, description, role access, usage stats, and badges such as Default, Template, or Archived.

To work with an existing pipeline, use the three-dot menu on the pipeline card. The menu can include Edit, Clone, Manage Forms, Application Fields, Archive, Restore, and Delete Permanently. Pipeline cards are not opened by clicking the card itself.

Example pipeline: Student Visa Processing

Use Student Visa Processing as the first example pipeline. It gives the team a clear path for a student visa application, from the first counseling conversation to pre-departure support.

This example is a starting point. Keep it if your agency handles student visa work in one connected workflow. Adjust it if your agency separates admissions, visa work, enrollment, payments, or partner review into different workflows.

Before the team uses this pipeline, choose how you want to record the final successful outcome:

Do not mark Visa Approved as a final stage if users still need to keep moving the same application through Pre-Departure. That can make reports look complete while work is still happening.

If Student Visa Processing is already loaded in your workspace, open Active Pipelines and find its card. The card should show eight stages. If it is the main workflow for new applications, it may also show the Default badge.

Edit the loaded pipeline

Use this path when Student Visa Processing already exists:

1. Open Settings.
2. Go to Pipelines.
3. Stay on Active Pipelines.
4. Find Student Visa Processing.
5. Open the three-dot menu on the pipeline card.
6. Select Edit.
7. Review the Edit Pipeline screen.
8. Select Save Changes after making updates.

The Edit Pipeline screen has the title Edit Pipeline and the subtitle Update pipeline configuration and stages. The top actions are Cancel and Save Changes.

Create the pipeline

Use this path when the pipeline does not exist yet:

1. Open Settings.
2. Go to Pipelines.
3. Select Create Pipeline.
4. Enter a clear pipeline name, such as Student Visa Processing.
5. Add a short description that explains when the team should use this pipeline.
6. Choose a color if your team uses visual labels to scan pipelines.
7. Choose whether this pipeline should be the default for new applications.
8. Choose whether every role can access the pipeline or only selected roles.
9. Add the stage names in the order the team should follow.
10. Save the pipeline after the basic details and stage list are ready.

Use a template or clone an existing pipeline when you need a similar workflow with small differences. This is usually cleaner than rebuilding every stage by hand.

Fill the pipeline form

The Create Pipeline and Edit Pipeline screens use the same main form.

In Basic Information, review:

In Pipeline Settings, review:

In Role Access Control, choose one option:

When you choose Available to selected roles only, use Select Allowed Roles to choose the roles that can use the pipeline.

Add the stage list

Use Pipeline Stages to add the main steps in the workflow. At this point, focus on the stage names and order.

Use names your team says in daily work, not internal shorthand. A good stage name should tell a user what is happening with the application right now.

For Student Visa Processing, a clear starting order is:

1. Initial Consultation
2. Document Collection
3. University Application
4. Acceptance Received
5. Visa Application
6. Interview Preparation
7. Visa Approved
8. Pre-Departure

After the stage list is correct, configure the details inside each stage in Pipeline stages.

Manage stage forms

Use Manage Forms from the pipeline card menu when different stages or roles need different forms. The form management screen is called Pipeline Form Management.

Use Pipeline form management to choose which form template users see at each stage and for each role. If the same form works for everyone, keep the rule setup simple.

Test before the team uses it

Before using a new pipeline for live work:

1. Create a sample application.
2. Move it through each stage.
3. Confirm the stage order matches the real workflow.
4. Confirm users can access the pipeline.
5. Confirm the default pipeline setting behaves as expected.
6. Confirm reports show the expected stage and outcome.

Ask one counselor and one application officer to review the sample workflow if both roles will use the pipeline.

What happens next

After a pipeline is active, users can place applications into that pipeline and move applications through its stages. If the pipeline is marked as default, new applications can use it automatically where the product supports a default pipeline.

Changing a pipeline can affect how users see and process active applications. When a pipeline is already in use, review the change with the team before renaming stages, removing important rules, changing final stage types, or limiting access.

Archive a pipeline when the agency no longer uses it but still needs historical application records to remain understandable.

Good pipeline habits

• Start with the smallest workflow that reflects real work.
• Use one stage for one clear work state.
• Avoid creating separate pipelines for tiny differences.
• Use fields, document types, checklists, and country or region configuration for details that change by market.
• Keep final stages clear so reports are easy to understand.
• Review pipeline performance after the team has used it for a few weeks.

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