Configure program settings

Configure submission deadlines, active status, form requirements, and confirmation behavior for an application program and its forms.

Program settings control whether an application program accepts applications, how long applicants have to submit, and what they experience after submission. In Fuxam Apply, settings are split between the application program (active status, study program links) and the application forms inside it (deadlines, cohort eligibility, publish state). Understanding that split is essential — most day-to-day operational controls live on individual forms, while the program record governs whether the intake as a whole is live.

Use this chapter after creating a program and while building forms, before you publish to the public Apply portal.

Why it matters

Admissions windows are time-bound and governed. Universities must control when applications open and close, which cohorts are eligible, and what confirmation applicants receive — both for applicant experience and for compliance with institutional policy. Misconfigured deadlines or inactive programs are among the most common causes of “applicants cannot submit” support tickets.

Settings also affect downstream work: submissions created under a correctly configured program and form appear in the Applicants area with the right program, cohort, and status context for reviewers.

How it fits

Setting level	What it controls	Where to change it
Application program	Active / Inactive, name, description, study program links	Create, Edit, or full Edit page
Application form	Submission deadline, eligible cohorts, published / public state	Program Forms table, form builder
Institution	Portal branding, email templates	Apply portal settings

Study programs and cohorts in FuxamCMS supply the academic structure forms reference — settings do not replace CMS cohort setup.

Key concepts

Term	Meaning
Active	The program participates in live admissions and can serve published forms to applicants.
Inactive	The program is hidden from the default active filter and no longer accepts new public submissions through linked forms.
Submission deadline	The date and time after which applicants cannot submit or resubmit through the public form (unless an administrator extends it).
Eligible cohorts	Which intake cohorts applicants can select for a given form.
Published	The form’s field layout is locked for applicants.
Public	The form is visible on the Apply portal (requires published state first).
Confirmation email	Automatic email sent once per successful submission.

Active status

An application program can be Active or Inactive:

Active programs appear in administrator filters and can serve published forms to applicants.
Inactive programs are hidden from the default active filter and no longer accept new public submissions through linked forms.

Set Active when creating a program on the full create page, or turn it off on the program’s dedicated Edit page (full-page editor with the Active switch). The quick edit sheet from the Forms table does not expose the Active toggle.

When to use Active vs Inactive

Situation	Recommended setting
Intake is open and accepting applications	Active
Preparing forms before the public launch	Active (with forms still draft/private) or Inactive until ready
Intake window has closed; preserving history	Inactive
End of admissions cycle	Inactive (preferred over delete)

Submission deadline (application window)

Submission deadlines define when applications close. In Fuxam Apply, deadlines are configured per application form:

Open the program from OrgHub → Management → Applications → Forms and select its name.

On the program’s Forms table, set Submission deadline on a form row, or set it when creating a new form.

Optionally adjust the deadline in the form builder while editing form settings.

When a form has no deadline, Fuxam may fall back to a program-level deadline if one exists in your institution’s data. The effective deadline shown to applicants and reviewers is the form deadline when set, otherwise the program default.

Required form

Each intake typically uses one published application form assigned to the relevant cohorts and study programs:

Create a form inside the program (see Build an application form).

Assign Eligible cohorts when creating the form so applicants can select the correct intake.

Publish the form and set visibility to Public so it appears in the Apply portal.

Applicants only see published, public forms for active programs and eligible cohorts.

Form requirements checklist

Before opening an intake, confirm each live form has:

Requirement	Why it matters
Eligible cohorts assigned	Applicants must pick an intake; missing cohorts block the correct path
Submission deadline set (if your policy requires one)	Prevents late submissions after the official window
Published status	Locks the layout applicants see
Public visibility	Makes the form reachable from the Apply portal
Parent program Active	Inactive programs do not serve forms publicly

Confirmation email

When an applicant successfully submits an application, Fuxam sends an automatic confirmation email to the address they provided. This email confirms receipt and outlines next steps shown on the submission success screen.

Confirmation emails are sent once per submission (duplicate sends are prevented automatically). No separate administrator action is required to trigger them.

For emails sent later in the pipeline — when staff change decision status — see Email notifications. Confirmation is separate from review and decision emails.

Best practices

Configure deadlines on forms, not assumptions — even if a program-level default exists, set explicit form deadlines for each intake path so reviewers and applicants see a clear cutoff.
Align cohorts with CMS — eligible cohorts on forms must match the intakes you advertise; verify names and capacity in FuxamCMS before publishing.
Test before launch — use Preview your form and a draft submission path to confirm deadlines, cohort selection, and confirmation email behavior.
Coordinate with portal settings — application form templates speed up form creation but do not replace per-form deadline and cohort configuration.

Common pitfalls

Active program with no public forms — applicants see study programs but cannot submit; always publish at least one form before sharing the portal URL.
Deadline passed without extension — applicants locked out until an administrator extends the form deadline.
Changing study programs after submissions exist — removing a study program link does not delete submissions; review forms and cohort assignments after changes (see Edit an application program).
Using the quick edit sheet for Active — the Active toggle is only on the full Edit page, not the toolbar quick edit sheet.

FAQ

Which deadline do applicants see when both program and form deadlines exist?

The form deadline takes precedence when set. If the form has no deadline, Fuxam may use a program-level default when one exists in your institution’s data.

Can applicants submit after the deadline if they started a draft earlier?

After the deadline passes, applicants generally cannot submit or resubmit through the public form unless an administrator extends the deadline.

Where do I change decision and status emails?

Confirmation emails on submission are automatic. Status-change emails are covered in Email notifications.

Publish an application program

Publish forms and share the Apply portal link after settings are ready.

Email notifications

Status-change and review emails after submission.

Build an application form

Create forms and assign cohorts inside the program.

Archive a program

Close an intake by deactivating the program when the window ends.

Application programs overview

Full program lifecycle and relationships in Fuxam Apply.