Applicants
The OrgHub workspace for reviewing applicant submissions, filtering by status and program, and processing decisions from the Pending and Accepted tabs.
The Applicants area is where admissions staff turn submitted applications into enrollment decisions. It is the operational heart of Fuxam Apply: a searchable list of every submission linked to your application programs and application forms, with tools to review answers, change status, send email, and process many candidates at once.
Unlike the configuration pages (programs, forms, portal settings), Applicants is where live pipeline work happens — matching the rhythm of an admissions cycle: submissions arrive, evaluators triage, decisions are recorded, and accepted candidates move toward enrollment in a cohort.
Why it matters
Universities need a single source of truth for who applied, to which program and cohort, and where each file stands in the process. The Applicants area provides that view with filtering, sorting, and bulk actions so teams can work through high-volume intakes without losing track of individual cases.
Every action here — status change, review completion, manual email — ties back to the applicant’s submission record and, when configured, triggers email notifications. Decisions recorded here are what applicants see in My Submissions on the Apply portal.
How it fits
Upstream, application programs and forms define what applicants submit. Downstream, Enrolled status connects to user management and study programs and cohorts. The Applicants area is the bridge between those worlds.
Key concepts
| Concept | Description |
|---|---|
| Pending tab | Default landing view — submissions awaiting review or still in progress through the pipeline (not yet in accepted/enrolled end states). |
| Accepted tab | Submissions in accepted or enrolled stages — useful for tracking offers and onboarding. |
| Application status | Pipeline position: Draft, Pending, Submitted, Under review, Accepted, Rejected, Withdrawn, Needs update, and related values. |
| Detail sheet | Right-side panel showing applicant info, form answers, field review status, and status selector. |
| Bulk toolbar | Actions that appear when one or more rows are selected — status update, send email. |
| Review email | Automated notification when staff change decision status (see Approve or reject). |
For the full status pipeline and recommended progression, see Move to next stage.
Open the applicants list
Go to OrgHub → Management → Applications. Two primary tabs organize submissions:
| Tab | Shows |
|---|---|
| Pending | Submissions awaiting review or in progress (default landing tab) |
| Accepted | Submissions in accepted or enrolled stages |
Each tab displays a table with applicant name, email, program, cohort, status, submission date, and other columns configured for your institution.
Filter applicants
Use the table filter bar to narrow the list:
- Name and Email — text search
- Application status — Draft, Pending, Submitted, Under review, Accepted, Rejected, Withdrawn, Needs update, and related values
- Program — study program
- Cohort — intake cohort
- Term — academic term when configured
Filters combine with pagination and column sorting. Saved table presets are supported when enabled for your institution.
When to use which filter
| Goal | Suggested filters |
|---|---|
| Triage new submissions | Application status = Submitted |
| Find files assigned for evaluation | Application status = Under review |
| Track a specific intake | Cohort + Program |
| Follow up on incomplete applications | Application status = Draft or Needs update |
| Monitor post-offer pipeline | Switch to Accepted tab; filter by cohort |
Typical workflow
A common admissions team sequence:
- Triage — Filter Submitted on the Pending tab; optionally bulk-move to In review (see Bulk process applications).
- Review — Open each file in the detail sheet; use field-level review when enabled.
- Decide — Approve or reject, or set Needs update and communicate if context is needed.
- Advance — Move to next stage through Conditionally accepted → Accepted → Enrolled as conditions are met.
- Hand off — Confirm enrollment workflows completed (user account, cohort placement) per your institution’s rules.
Best practices
- Work from status, not memory — Always set the correct application status so colleagues and applicants see accurate pipeline position.
- Review before deciding — Open the detail sheet and complete field review before Complete review or final acceptance.
- Use bulk actions consistently — Bulk status updates send review emails; confirm the target status is correct for every selected row.
- Separate manual email from decisions — Use Communicate with an applicant for informational messages; use status changes when the decision itself should be notified.
- Coordinate with enrollment — Before bulk-accepting large cohorts, confirm cohort capacity and enrollment prerequisites.
Common pitfalls
- Skipping status updates — Leaving submissions at Submitted when review has started makes reporting and applicant-facing status misleading.
- Bulk-updating enrolled records — Submissions already in Enrolled cannot be bulk-updated; handle individually if changes are required.
- Assuming email always sends — Review emails are not sent for Draft or Pending status changes.
- Missing permissions — Without permission to view applicant submissions, you may see the list but not full submission detail on user profiles.
In this section
Review an application
Open an applicant’s submission and review individual field answers.
Approve or reject
Set a decision status and notify the applicant by email.
Communicate with an applicant
Send email to one or more applicants from the submissions table.
Bulk process applications
Update status or send email for multiple selected submissions.
Move to next stage
Advance submissions through the admissions status pipeline.