Move to next stage
Advance applicant submissions through the admissions status pipeline from Draft through Enrolled using the status selector or bulk actions.
Moving to the next stage means updating an applicant’s application status so the submission reflects where they are in your admissions workflow — from first save as Draft through Submitted, evaluation, decision, and final Enrolled placement.
Fuxam Apply does not use a separate configurable stage engine. The pipeline is status-driven: each status value is both the stage label and the control point for notifications, applicant portal display, and downstream enrollment. Understanding this pipeline is essential for coordinating review, decisions, and handoff to user management and cohorts.
Why it matters
Admissions is a sequence of accountable transitions. Status updates tell applicants where they stand, trigger review emails at the right moments, and signal to colleagues which files need attention. Without consistent stage movement, teams duplicate work, applicants receive conflicting messages, and enrollment staff cannot tell which offers are ready for cohort assignment.
Stage discipline also supports reporting: filtering the Applicants table by Application status only works when staff update status as work progresses.
How it fits
Submissions enter the pipeline when applicants interact with published application forms on the Apply portal. Application programs and program settings control deadlines that affect whether applications remain open. The terminal Enrolled stage connects admissions to institutional records.
Status pipeline overview
Typical progression (your institution may skip or reorder stages):
| Status | Meaning |
|---|---|
| Draft | Applicant started but has not submitted |
| Pending | Awaiting initial processing |
| Submitted | Application received, not yet under review |
| In review | Admissions team is evaluating the submission |
| Needs update | Applicant must correct or supplement answers |
| Conditionally accepted | Accepted pending conditions (documents, contract, etc.) |
| Accepted | Offer extended |
| Enrolled | Applicant enrolled into the cohort / institution |
| Rejected | Application declined |
| Withdrawn | Applicant withdrew |
Not every submission visits every stage. Conditional acceptance and enrollment may trigger additional workflows (study contracts, health insurance, user account provisioning).
Applicant-facing vs staff filter labels
The Applicants filter bar may show Under review while the status selector uses In review — these refer to the same evaluation phase. Use whichever label appears in the UI context you are working in.
How to move a single applicant
Open the applicant detail sheet or a submission row.
Select the new Status from the status selector.
Complete any follow-up dialogs (contract preview, program/cohort assignment for acceptance).
Fuxam sends a review email when the new status warrants applicant notification.
Recommended flow
A common administrative sequence:
- Submitted → In review when an evaluator picks up the file.
- In review → Needs update if corrections are required, or → Accepted / Rejected for a decision.
- Accepted or Conditionally accepted → Enrolled after contract and onboarding steps complete.
Use the Pending requirements area (when visible in your OrgHub navigation) to track conditional items with deadlines and send reminders.
This sequence aligns with handbook task guides: Review an application during In review, Approve or reject at decision points, then Enrolled when ready for add users to cohort workflows.
Bulk stage changes
To move multiple applicants to the same stage, select rows and use the bulk status control. See Bulk process applications.
Stage transition reference
| From | Common next stages | Notes |
|---|---|---|
| Draft / Pending | Submitted (applicant action) | Staff rarely set these except for data correction. |
| Submitted | In review | Signals evaluation has started. |
| In review | Needs update, Accepted, Rejected, Conditionally accepted | Decision or correction branch. |
| Needs update | Submitted (after resubmit) | Applicant edits eligible fields. |
| Conditionally accepted | Accepted, Enrolled | Conditions met → advance. |
| Accepted | Enrolled | May prompt contract/cohort dialogs. |
| Any active stage | Withdrawn | Applicant-initiated or recorded by staff per policy. |
Best practices
- Advance status when work starts — Move to In review when assigned, not only when the decision is ready.
- Do not skip conditional steps — Use Conditionally accepted when contract or document collection remains; avoids premature Enrolled.
- Watch deadlines — Configure program settings submission deadlines affect whether late applications should progress.
- Coordinate enrollment — Before setting Enrolled, confirm study contract and user management prerequisites your institution requires.
Common pitfalls
- Enrolled without onboarding — Enrolled may trigger account creation and cohort assignment; verify contracts first (see Approve or reject warning).
- Stale Submitted files — High-volume intakes need triage; bulk-move to In review to show active processing.
- Expecting email for every status — Review emails are not sent for Draft or Pending.
FAQ
Can we define custom stage names?
The pipeline uses fixed application status values. Your process maps to these statuses; you cannot add arbitrary stage names beyond the supported set.
Where do accepted applicants appear in the table?
Accepted and enrolled submissions appear on the Accepted tab of the Applicants list as well as in status filters on Pending when still mid-pipeline.
What happens at Enrolled?
Status Enrolled indicates the applicant is placed into the cohort or institution. This may trigger user account provisioning, study contract completion, and system code assignment depending on configuration.