--- title: Create an applicant description: >- 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. sidebar: order: 6 --- **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. :::tip You need the **application_management** feature and permission **create:application-programs**. The toolbar button is hidden while rows are selected — clear the selection to see it again. ::: ## 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 1. Go to **Campus Management → Applications → Pending** or **Accepted**. 2. Click **Create Applicant** (plus icon). The sheet title is **Create Applicant**. 3. Under **Applicant Information**, enter **Applicant Name** and **Applicant Email**. Optionally use **Assign to User (Optional)**. Click **Continue**. 4. On **Select Program & Cohort**, choose **Study Program**, then **Cohort**, then **Application Form**. Click **Continue**. 5. 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**. :::info The **In progress** tab does not show **Create Applicant**. Use **Pending**, **Accepted**, or a form's **Submissions** view instead. If the person is on leave, a leave-status warning can appear after you enter their name — continue only if your process allows it. ::: ## How to create a manual submission from a form 1. Open an application program under **Applications → Forms**, then open the form's **Submissions** view. 2. Click **Create Manual Submission**. 3. 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](/docs/fuxam-web/apply/applicants/review-an-application) and [Approve or reject](/docs/fuxam-web/apply/applicants/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](/docs/fuxam-web/apply/apply-portal-settings/email-notifications) and [Approve or reject](/docs/fuxam-web/apply/applicants/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. ## Related pages **[Applicants](/docs/fuxam-web/apply/applicants)** Pending, In progress, and Accepted tabs. **[Review an application](/docs/fuxam-web/apply/applicants/review-an-application)** Open the detail sheet after a submission exists. **[Build an application form](/docs/fuxam-web/apply/application-forms/build-an-application-form)** Forms you select in the create sheet. **[Publish an application program](/docs/fuxam-web/apply/application-programs/publish-an-application-program)** Public portal path when applicants self-apply.