Managing your applicants

Applications are managed from the prospects & applicants list management view. When submitters complete their steps, your team can manage the applicant and ensure they move down your workflow towards enrolment. Transition and control the application with a mix of internal and external steps. Add notes and follow the history. 

Open the application and workflow

The application tab shows the core details of the applicant. Name, Status, Target year, and program (Target class level). 

This information is pulled from the application form or can be entered manually. The relatives tab will show attached guardians if this information has been collected. You can add new contacts from the tab directly.

If you have requested files in the admission forms, they will show in the file tab of the application, and also the student profile.

Managing the workflow

Each step of your workflow is shown on the application tab. If the submitter completes an external step, this will show as green complete status and automatically transition to the next step. If the step is red, then an action is required by the submitter or the admissions coordinator. The internal steps still need to be completed, so click on the step and submit it as completed.

The blue status means that the step has been reopened, and requires either a form to be resubmitted or an internal step to be completed. To reopen a completed step, Re-open the form for external or save it as a draft. 

The workflow is linear

Before opening your admissions, it is important to test the workflow. The workflow goes from step to step linearly. You can jump steps if they are internal only. This is the case when you introduce a decision to your workflow.

The negative/rejection must be before the accepted/successful step. This means the workflow will end on the negative and continue if the successful step is triggered.

In the above example, the further information step is the final external collection of information. It has been completed. The admissions team can now decide to either decline or confirm and enrol.

Both decision steps are internal, they are used to trigger an automated mail to the submitter. Both steps are set not to show on the submitter timeline. 

If the 'Decline' step is completed, the workflow will not advance to the confirm and enrol step. The status will show as declined.

If the 'Confirm and enrol' step is completed, the workflow will automatically continue to the final external, Welcome to MySchool step. The status will be triggered to show as accepted, then admitted when the submitter completes the final details.

Returning to a completed step

If you need to reopen a step in the middle of the workflow, it is advisable to reset every step in the workflow. This will mean that duplicate emails will be received. It is best to communicate with the submitter to avoid confusion.