Admissions - Collecting References from Applicants

MySchool Admissions allows schools to collect references as part of the admissions workflow using a dedicated Reference Request step. This step uses a simple form and automated email triggers to request, track, and store references efficiently.

Adding a Reference Step

1. Open your Admissions Workflow.

2. Add a new step and select Reference Request as the step type.

3. Choose whether the step is:

   • Applicant-facing (the applicant enters referee details), or

   • Internal (managed directly by your admissions team).

4. Set the step label and define the workflow status once the step is completed.

Once enabled, this step allows you to request references from one or more external referees.

How the Reference Request Works

• The applicant (or admissions team) enters the referee’s name and email address.

• When the step is completed, an automated email is sent to the referee.

• The email is sent from the email address configured in the admissions workflow.

⚠️ Important: MySchool Admissions does not manage email replies. Ensure the sending email address is active and monitored, as any replies will go directly to the sender’s inbox. If you have entered an email into your workflow, this email will be used for sending the reference request.

Configuring Email Notifications

Within the Reference Request step, you can:

• Define the number of referees to collect
• Set the form status to Invited to trigger emails automatically
• Enable or disable notification emails to:
  • The referee
  • The applicant
  • An internal admissions email address

Use the sliders in the step settings to activate the desired notifications.

Tracking and Storing References

All reference-related communications should be logged in the Notes section of the application.

You can:

• Record when reference requests are sent or received
• Save any documents or files submitted by the referee
• Keep a clear audit trail for admissions

This approach ensures references are collected consistently, securely, and in line with your admissions workflow.