Create an applicant
Enter a submission on behalf of an applicant from Applications (Pending or Accepted) or from a form Submissions view, including program, cohort, and form answers.
Create an applicant lets admissions staff enter a submission on behalf of someone who did not apply through the public Apply portal — for paper applications, walk-ins, or incomplete portal starts. From Campus Management → Applications, use Create Applicant on the Pending or Accepted tab, or Create Manual Submission on a form's Submissions view.
Why it matters
Not every applicant starts online. Staff can still record a complete Submitted file with the same form fields, study program, and cohort as a portal application — then review and decide with the usual Applicants tools.
Before you start
| Requirement | Detail |
|---|---|
| Feature | application_management enabled for the institution |
| Permission | create:application-programs |
| Setup | At least one study program with a cohort and an application form for that program/cohort |
| Optional | Existing Fuxam user under Assign to User (Optional) if the applicant already has an account |
Key concepts
| Term | Meaning |
|---|---|
| Create Applicant | Toolbar button on Pending and Accepted; opens a multi-step sheet. |
| Create Manual Submission | Button on a form's Submissions page for that form. |
| Manual submission | Stored with status Submitted and marked as created by staff. |
| Assign to User (Optional) | Links the submission to an existing institution user when selected. |
How to create an applicant from Applications
Go to Campus Management → Applications → Pending or Accepted.
Click Create Applicant (plus icon). The sheet title is Create Applicant.
Under Applicant Information, enter Applicant Name and Applicant Email. Optionally use Assign to User (Optional). Click Continue.
On Select Program & Cohort, choose Study Program, then Cohort, then Application Form. Click Continue.
On Create Manual Applicant Submission, fill each form step (including required uploads). Use Next / Previous, then Submit on the last step.
On success, Fuxam shows Success with Manual submission has been created successfully, closes the sheet, and refreshes the list. The new row has status Submitted.
How to create a manual submission from a form
Open an application program under Applications → Forms, then open the form's Submissions view.
Click Create Manual Submission.
Enter Applicant Name and Applicant Email (and optional Assign to User), then complete the form steps and click Submit.
This path starts on the form you already opened; study program and cohort come from that form when they are set on it.
What happens after submit
- Status is Submitted (not Draft).
- Study program and cohort links are stored when you selected them.
- Fuxam may create a study-contract draft for the submission.
- If you assigned a user and health insurance is enabled on the form, insurance data may sync to that user's insurance information.
Then use Review an application and Approve or reject as for portal submissions.
Best practices
- Prefer the portal when applicants can self-serve; use manual create for exceptions.
- Match Study Program, Cohort, and Application Form carefully — wrong form fields cannot be swapped after submit without a new submission.
- Use Assign to User when the person already exists in User Management so later enrollment ties to the right account.
- Clear row selection before looking for Create Applicant — the button hides while the bulk toolbar is open.
Common pitfalls
| Pitfall | What happens | What to do |
|---|---|---|
| No Create Applicant button | Missing permission, wrong tab, or rows selected | Use Pending or Accepted; check create:application-programs; clear selection |
| Empty study program list | No study programs in the institution | Create a study program first |
| No forms yet after cohort | No form for that program/cohort | Create a form for that combination |
| Invalid email | Continue stays disabled | Enter a valid email address |
| Leave warning | Applicant marked on leave | Confirm with your admissions policy before submitting |
FAQ
Does the applicant get an automatic confirmation email?
Manual create uses the staff submit path. For decision emails see Email notifications and Approve or reject.
Can I save a manual submission as Draft?
The create action stores status Submitted. There is no Draft option in this sheet.
Must I assign a user?
No — Assign to User (Optional) can stay empty. Name and email are still required.