Communicate with an applicant
Send manual email to one or more applicants from the submissions table, detail sheet Actions menu, or form Submissions view.
Communicating with an applicant in Fuxam Apply means sending a manual email through Fuxam’s email composer — separate from the automatic review emails triggered when you change application status. Use this when you need a human message that is not tied to a formal decision: requesting a missing document, clarifying an interview slot, sharing orientation details, or answering a question the applicant sent outside the form.
Manual communication complements the admissions funnel. Review and approve or reject handle structured evaluation and decision notification; this guide covers the conversational layer that keeps applicants informed without changing pipeline status.
Why it matters
Not every admissions interaction is a status change. Applicants often need clarification before they can fix a Needs update submission, or they miss automated emails and need a direct reminder. Manual email keeps communication inside Fuxam (with selected recipients pre-filled) instead of personal inboxes that colleagues cannot see or audit.
Separating manual email from decision status also prevents accidental official decisions: a friendly reminder should not trigger a review email with accept/reject language unless you intentionally change status.
How it fits
Automatic notifications are documented in Email notifications. When the message is the decision, use Approve or reject or Bulk process applications status actions instead.
Key concepts
| Term | Meaning |
|---|---|
| Manual email | Composed message via Send email — not triggered by status change. |
| Review email | Automatic email when administrators set a decision status (see Approve or reject). |
| Confirmation email | Automatic receipt when the applicant submits the form. |
| Recipient validation | Fuxam blocks send when no valid email addresses exist for the selection. |
How to send email to selected applicants
Go to OrgHub → Management → Applications → Pending or Accepted.
Select one or more applicant rows using the checkboxes.
Select Send email in the toolbar.
Compose your message on the email page. Selected applicants are added as recipients.
Send the email when ready.
If no valid email addresses are available for the selection, Fuxam shows a warning and blocks the action.
This path is the same mechanism used for bulk email in Bulk process applications — selecting one row is simply the single-applicant case.
How to send email from the detail sheet
Open an applicant’s detail sheet.
Open the Actions menu and select Send email.
Confirm when prompted, then compose and send the message.
Use the detail sheet when you are already reviewing a specific file and want to ask a targeted question without leaving the submission context.
How to send email from form submissions
When viewing submissions for a specific form:
Open the program → form → Submissions view.
Select rows and use Send email in the toolbar, same as the main applicants list.
The form Submissions view is useful when communication should reference one intake form — for example, reminding all Submitted applicants on a single questionnaire about a deadline configured in program settings.
When to use manual email vs status change
| Situation | Recommended approach |
|---|---|
| Official accept / reject / needs update decision | Change Status or Complete review — triggers review email |
| Request a document not tied to field review | Manual Send email; optionally set Needs update separately |
| Orientation logistics for accepted cohort | Manual Send email to Accepted tab selection |
| Correct a field-specific issue | Field comments + Needs update status; manual email only if extra context needed |
| Reminder before deadline | Manual Send email; applicant portal still shows Draft or Submitted status |
Best practices
- Read the file first — Review an application before asking questions the form already answers.
- Pair Needs update with clarity — If applicants must edit the form, set Needs update status and use field comments; manual email adds deadline or tone.
- Avoid duplicating review emails — Do not manually repeat decision text right after a status change; check Email notifications behavior first.
- Use form Submissions for form-specific cohorts — Keeps recipient sets aligned with one published application form.
Common pitfalls
- No valid email — Selection blocked when addresses are missing; verify applicant email in the detail sheet.
- Decision by email only — Applicants see status in My Submissions; unofficial email without status update causes confusion.
- Bulk email without filters — Confirm selected rows on the correct tab (Pending vs Accepted) before sending.
FAQ
Will manual email change application status?
No. Only status changes and Complete review update pipeline position and trigger review emails.
Can applicants reply to manual emails?
Reply behavior depends on your institution’s email configuration. Manual email uses Fuxam’s composer; ensure reply-to expectations match your admissions office policy.
Is manual email the same as confirmation or review email?
No. Confirmation email is sent on submit. Review email is sent on decision status change. Manual Send email is staff-initiated only.