Approve or reject
Record an admissions decision by setting application status, complete field review, and send the automatic review email to the applicant.
Approving or rejecting an application means setting a decision status on a submission — Accepted, Conditionally accepted, Rejected, Needs update, or another pipeline value — after review is complete. Fuxam sends a review email and in-app notification to the applicant for most decision statuses, summarizing the outcome and any field-level feedback.
This is the formal decision point in the admissions funnel. Everything upstream — application forms, portal submission, review in the detail sheet — leads here. Everything downstream — stage progression, Enrolled status, user provisioning, cohort placement — depends on the status you set now.
Why it matters
Applicants need timely, documented decisions. Status changes in OrgHub are the system of record: they update what applicants see in My Submissions, trigger email notifications, and may start enrollment workflows. A clear accept/reject/conditional decision closes the evaluation loop and lets admissions teams move to onboarding or free capacity for waitlisted candidates.
For staff, the decision status selector and Complete review action ensure feedback captured during field review reaches the applicant in one structured message rather than scattered manual emails.
How it fits
Manual communication is parallel to this flow — use it for informational messages, not as a substitute for recording the official decision status.
Key concepts
| Term | Meaning |
|---|---|
| Decision status | The application status you set to record outcome — e.g. Accepted, Rejected, Conditionally accepted. |
| Review email | Automated email sent when administrators set a decision status (not for Draft or Pending). |
| Complete review | Action after all required fields are reviewed — confirms notification with decision summary and field comments. |
| Confirmation email | Separate automatic receipt sent when the applicant first submits the form. |
| Enrollment workflows | Processes that may start when status reaches Enrolled — user account creation, study contract signing, system code assignment. |
Confirmation email behavior
| Event | |
|---|---|
| Applicant submits form | Automatic confirmation email (receipt) |
| Administrator sets decision status | Review email with decision and feedback |
| Status set to Draft or Pending | No review email sent |
Review emails include the form title, program name, decision, and any field comments configured in the review workflow.
How to set status from the detail sheet
Open the applicant in the detail sheet (see Review an application).
Use the Status selector in the header to choose a decision — for example Accepted, Conditionally accepted, Rejected, or Needs update.
Confirm any dialogs that appear. Acceptance workflows may prompt for study contract preview or cohort assignment when configured.
Choose Needs update when the applicant can correct specific answers rather than when the application is finally declined — pair it with field comments from review.
How to complete field review and notify
When using per-field review:
Finish reviewing all required fields.
Select Complete review (or equivalent action in the detail sheet).
Confirm sending the notification. Fuxam emails the applicant with the decision summary and field-level feedback.
Complete review is the right path when your form requires every field to be marked before notification. If you only need a simple status change without field review, the Status selector alone may suffice — but never skip required field review when the form enforces it.
Decision guidance
| Status | When to use |
|---|---|
| Accepted | Applicant meets all requirements; unconditional offer. |
| Conditionally accepted | Offer extended but documents, contract, or other conditions remain. |
| Rejected | Application does not meet requirements and cannot be remedied. |
| Needs update | Applicant can correct or supplement answers and resubmit. |
| Enrolled | Onboarding complete — applicant is placed in the cohort (see enrollment warning below). |
For the full pipeline and recommended order between statuses, see Move to next stage.
Best practices
- Review before deciding — Open and evaluate answers in the detail sheet before setting Accepted or Rejected.
- Use conditional acceptance for fixable gaps — Conditionally accepted keeps the pipeline open while tracking contract and document completion; use Pending requirements (when visible) for deadline tracking.
- Batch with care — Bulk process applications sends review emails to every selected row; verify selection before confirming.
- Align with email policy — Understand which notifications are automatic in Email notifications so applicants are not surprised by duplicate manual messages.
Common pitfalls
- Setting Enrolled too early — Enrollment may create users and assign cohorts; confirm contracts and conditions first.
- Expecting email for Draft or Pending — Those statuses do not trigger review emails; applicants may still be editing.
- Rejecting without comments — When field review is used, comments help applicants understand the outcome even for rejections.
FAQ
What is the difference between Rejected and Needs update?
Needs update invites the applicant to correct specific answers and resubmit. Rejected closes the application as declined. Use Needs update only when resubmission is allowed and meaningful.
Can I change a decision after sending the review email?
You can update status again from the detail sheet, which may send another review email (except for Draft or Pending). Consider communicating context for sensitive reversals.
Does acceptance automatically enroll the applicant?
Not necessarily. Many institutions use Accepted or Conditionally accepted first, then move to Enrolled after onboarding steps. Acceptance dialogs may prompt for cohort assignment when configured.