CCCStart Quick Start Guide

Getting Started in Outcomes

Step 1: Get Familiar with the Essentials

The Dashboard and Navigation Menu

When you first log in to Outcomes, you land on the dashboard, which provides a customizable overview of key data through interactive charts. In addition to monitoring activity and progress, the dashboard serves as a starting point for exploring applicant data, allowing you to click charts and drill into specific groups of applicants.

You can use the pencil icon in the top-right corner to customize the dashboard, including any preconfigured goals. Note that the left navigation menu is collapsible and expandable – click the icon in the top-left corner to change the view.

CCCStart Outcomes – Dashboard.png

The Applications Grid

When you open the Applications section in the left navigation menu, the Applications Grid displays. This is likely where you'll spend most of your time working in Outcomes.

CCCStart Outcomes – Applications Grid.png

Applications are organized into Phases, which you can click to view only the applications within a specific category:
- In Progress: applications that have been started but not yet submitted.
- Fraud: submitted applications that have been identified as fraudulent through LightleapAI.
- Not Fraud: submitted applications that have been identified as not fraudulent through LightleapAI.
- Changed to Fraud: submitted applications that were initially identified as not fraudulent but were later changed to fraudulent in LightleapAI. Any fraud review updates made in LightleapAI are automatically reflected in Outcomes.
In Outcomes, filters are called Segments. Using the Segment Selector, you can apply preset filters to narrow the applicant pool by criteria such as student journey, program, or term. You can also access additional filters to identify and engage specific groups of in-progress applicants based on their application responses. For example, you can quickly find applicants who indicated an interest in athletics.
Click any column header to sort applications by that field.
Use the gear icon to customize which columns are displayed. For example, you can add fields such as residency status, program start term, or other information collected in the application.
Click any application row to open the applications sidebar.
The sidebar provides key application details, including fraud review information. From here, you can open the application in LightleapAI for additional review or view the full application within Outcomes.
When you select one or more applications using the checkboxes, an action menu appears with options such as sending emails and exporting data.

Step 2: Configure Applicant Communication Tools

Outcomes includes two communication tools: email and SMS messaging. Before users begin communicating with applicants, review and customize the default email templates.

Customize Email Templates

To help you get started, Outcomes includes 10 preconfigured email templates covering common communication scenarios, including:

Communicating with applicants who expressed interest in athletics.
Sharing information about California residency requirements.
Providing financial assistance information.
Encouraging in-progress applicants to continue their application.

Note: you must edit these templates before use. Once in use, you can edit templates as needed.

Edit Email Templates

From the left navigation menu, navigate to Settings > App Setup > Email Templates.
Select a template,
In the Template Settings section, you can edit the template name (the template key automatically populates).
In the Email Headers section, either leave the default address information as is or click Customize to update it.
- From Address: the email address used when the message is delivered. While the domain is managed by the system to support deliverability, you can customize the first portion of the address.
- From Name: the sender name displayed to applicants.
- Reply-to Address: the email address that receives applicant replies.
- Reply-to Name: the name displayed to applicants when they reply.
In the Message section, you can:
- Add formatting such as headings, bold text, and bulleted lists.
- Insert merge fields to personalize your message. Merge fields are placeholders that automatically populate with applicant-specific information. If multiple values exist for a merge field, all values will be included in a comma-separated list.
- Add images, videos, and links. Attachments cannot be added to email templates but can be included when sending a message. You can add up to five attachments, with a maximum size of 50 MB per attachment and 250 MB total.
- Use Preview to review your template, including how merge fields will appear to recipients.
Be sure to Save Changes when done.

Send Email Communications

After templates have been configured, you can send emails in two ways:

Send an email to multiple applicants via the Applications Grid.
Send an email to an individual applicant from the sidebar (or full application) via the More Options menu.

Once the email editor opens, you can select a template (or construct a new message), make any modifications, and add attachments. You can add up to five attachments, each with a 50MB limit, for a total of 250MB. Additionally, you can preview the email's merge fields and send test emails to yourself and others.

CCCStart Outcomes – Select and Preview Email Template.png

Tracking Emails

From the Activity section in the navigation menu, you can open the Emails section to see which messages were sent, when they were sent, and the number of recipients.

CCCStart Outcomes – Email Activity.png

Clicking into an individual email brings you to a summary page with key details. From here, you can see who received the email and track engagement, including how many people opened it and how many clicked any links.

Monitor Email Statuses

When monitoring emails, statuses can include:

Sent: the message is being processed for delivery to the recipient.
Bounced: the message was rejected by the recipient’s email server; you should verify the recipient’s email address.
Delivered: the recipient’s email server received the message; however, this does not indicate that the applicant opened or viewed the message. The recipient may have recently changed their email address, or they may have rules or junk mail settings enabled that prevent the email from reaching the inbox. Applicants are encouraged to maintain updated contact information and disable junk mail filters.
Opened: the recipient received the message and opened it.
Clicked: the recipient received the message, opened it, and clicked a link or image.

Send SMS Messages

Outcomes also supports SMS messaging. You can initiate SMS messages using the same workflow as email communications, either from the application grid or from an individual application. Unlike email, SMS messages do not use templates. Instead, you compose each message when it is sent.

CCCStart Outcomes – Sending SMS.png

Once an SMS conversation has been started, any responses from applicants appear in the Conversations area accessible from the left navigation menu. The conversations grid organizes messages by status:

Open: conversations that are awaiting action.
Responded: conversations you responded to.
Resolved: conversations that have been completed and closed.

CCCStart Outcomes – Conversation List.png

Within an individual conversation, you can:

Reply to the applicant.
Resolve the conversation when no further action is needed.
Reassign the conversation using the arrows icon next to the resolve button.

CCCStart Outcomes – SMS Conversations.png

Step 3: Add Users

To add users, navigate to Settings > Organization > Users. When you add a user, you assign them a role. Roles determine both what users can do in the system (permissions) and what data they can access. By default, the system includes four roles, which you can modify as needed (or create new roles to meet your college’s needs). The following descriptions provide a general overview of each role. To view the permissions assigned to a role, navigate to Settings > Organization > Roles. For definitions of individual permissions and instructions for editing roles, review the Managing Roles article.

Administrator: configures and manages the system, including communications and user access.
Admissions: uses the system’s features to manage applicant outreach, communications, and day-to-day activities.
Executive: monitors dashboards, reports, and key metrics with limited access to operational and configuration features.
Support Staff: assists with support needs using a limited set of features and data.

Note: before adding users, review and customize your email templates. Since some roles can send emails to applicants, configuring templates first helps ensure communications are ready before users begin working in the system.

Step 4: Explore Other Outcomes Features

Once you're familiar with the basics, you may wish to explore other features that could be useful to your programs.

Exporting Data and PDFs

Outcomes includes export tools that allow you to download applicant data and PDFs for reporting, review, analysis, or operational purposes. Similar to sending email communications, you can export data and PDFs in two ways:

Select applicants from the Applications Grid, click Export, and then choose the desired export type.
Open an individual application, click the More Options menu, click Export, and then choose the desired export type.

Default export types include:

My Current View: exports the data currently displayed in the Applications Grid.
Default PDF Export: exports the full application in PDF format.
Default JSON Export: exports all application data in JSON format.
Sample Export: a preconfigured export template containing commonly used applicant data fields, such as applicant name, contact information, address information, athletic interest, and other key data points. From Settings > Import/Export > Application Exports, you can modify the template – including its name – and add, remove, or reorder fields to meet your institution’s needs.

Running Automations

Applicants are organized into Phases (In Progress, Fraud, Not Fraud, and Changed to Fraud) based on the fraud scores assigned by LightleapAI. Each day at 7:00 AM PT and 3:00 PM PT, Outcomes automatically moves applicants into the appropriate phase based on the latest fraud information received from LightleapAI.

Because these automations run on a schedule, there may be a slight delay between when an applicant submits an application, when a fraud score is received, and when the applicant appears in the appropriate phase. For example, if at 9:00 AM PT an applicant submits an application and LightleapAI identifies the application as fraudulent, the applicant will remain in the In Progress phase until the next automation run at 12:00 PM PT, at which point they are moved to the Fraud phase.

If needed, you can manually run automations at any time:

Navigate to Settings > App Review > Automations.
Select the automation(s) you want to run:
- Move from In Progress to Fraud: moves applicants identified as fraudulent from the In Progress phase to the Fraud phase.
- Move from In Progress to Not Fraud: moves applicants identified as not fraudulent from the In Progress phase to the Not Fraud phase.
- Move from Not Fraud to Changed to Fraud: moves applicants from Not Fraud to Changed to Fraud when their fraud status is later changed to fraudulent.
- Move from Fraud to Not Fraud: moves applicants from Fraud to Not Fraud when their fraud status is later changed to not fraudulent.
  - Note: the Applicant Type automation is used for background system processing and runs automatically on a scheduled basis. You can disregard this automation when manually running applicant phase automations.
Click Run Now.

Running an automation immediately processes the latest data and updates applicant phases as needed.

Determining Applicant Types

When an applicant completes the My Journey section of the application, their responses determine their applicant type (also referred to as their "student journey"). The applicant type then personalizes the application by displaying only the questions that are relevant to that student’s path. The four applicant types are:

Dual Enrollment
Noncredit
Standard (Credit)
International

The following table shows which questions and responses determine each applicant type. You can use this reference to better understand the applicant data you see in Outcomes when reviewing applications or building segments. Note that applicants are not presented with every question shown below. The My Journey section follows a decision tree, displaying questions based on previous responses. As a result, some questions are only presented if earlier responses did not already determine the applicant type.


Applicant Type (Student Journey)	Trigger Question	Answer	Additional Condition
Dual Enrollment	What grade will you be in at the time of enrollment?	K–11	—
Dual Enrollment	What grade will you be in at the time of enrollment?	12	AND “Are you planning to take college classes while you’re still working on finishing high school or getting your GED?” = Yes
Noncredit	Do you plan to take only noncredit courses, or will you also be enrolling in credit-bearing courses?	I will only be taking noncredit courses	—
Standard (Credit)	Do you have or will you need an F1 or M1 visa to attend the California Community Colleges?	No	—
Standard (Credit)	Have you been instructed by Admissions & Records staff to change your journey?	Yes	—
International	Do you have or will you need an F1 or M1 visa to attend the California Community Colleges?	Yes	—