Getting started with Apply
Get started with Fuxam Apply — how the admissions module fits into Fuxam, the key concepts, who does what, and where to start setting it up.
Fuxam Apply is the admissions module in Fuxam Web. It connects the public Apply portal — where prospective students browse programs and submit applications — with Campus Management administration, where staff configure programs and forms, review submissions, communicate with applicants, and move candidates through the admissions pipeline toward enrollment.
For universities, admissions is not a single click but a governed funnel: intake windows, structured questionnaires, multi-stage review, conditional offers, contracts, and finally placement into a cohort. Apply centralizes that funnel so configuration, applicant data, decisions, and notifications stay in one system instead of scattered spreadsheets and email threads.
How this fits into Fuxam
Apply sits between academic planning in FuxamCMS and day-to-day student life in FuxamLMS. Staff define what can be applied to in application programs (linked to study programs and cohorts), design what applicants must answer in application forms, and process submissions in Applicants. When a candidate reaches Enrolled, downstream workflows may create or link a user account and assign them to the intake cohort they applied for.
Each stage has dedicated handbook chapters — use the cards below to navigate.
The admissions funnel
Admissions in Apply moves through five stages: Configure, Apply, Review, Decide, and Enroll. The pipeline is status-driven, so each application status shows where a submission sits. See The admissions funnel for the steps, the status list, and the common transitions.
Key concepts
| Term | Meaning |
|---|---|
| Apply portal | The public-facing site where applicants browse programs, complete forms, and track My Submissions — no existing Fuxam account required to start. |
| Application program | Top-level admissions container linking one or more study programs to the forms applicants use. Programs control active intakes and deadlines. |
| Application form | The versioned questionnaire inside a program — fields, uploads, deadlines, and optional integrations (health insurance, study contracts). |
| Submission | One applicant's completed (or in-progress) response to a form, tracked by application status. |
| Application status | Where a submission sits in the pipeline — e.g. Submitted, In review, Accepted, Enrolled, Rejected. |
| Applicants area | Campus Management workspace for reviewing submissions, changing status, bulk processing, and manual email. |
| Review email | Automated email sent when staff set a decision status (not sent for Draft or Pending). |
| Enrollment | Final admissions step — Enrolled status and placement into the intake cohort, often triggering user account workflows. |
For applicants
Applicants use the public-facing Apply portal to:
- Browse available study programs and select an intake cohort.
- Complete an application form and save a draft to finish later.
- Track the status of submitted applications under My Submissions.
The portal guides applicants through each step without requiring an existing Fuxam account to get started.
For administrators
Administrators manage the admissions workflow in Campus Management → Applications (visible only when Application Management is enabled for your institution). From there you can:
- Create and configure application programs, each linked to a study program and intake cohort.
- Build application forms — the questionnaires applicants fill in — using a flexible question builder.
- Maintain a question catalog of reusable questions that can be added to any form.
- Review applicants and their submissions, move them through stages, and communicate with them.
Roles and responsibilities
| Role | Typical responsibilities |
|---|---|
| Admissions administrator | Enable Apply, configure portal settings, create programs and forms, publish intakes, manage deadlines. |
| Admissions evaluator / reviewer | Filter the applicants list, review field answers, request changes, recommend accept or reject. |
| Program coordinator | Monitor cohort capacity, track conditional acceptances, coordinate enrollment handoff. |
| IT / org admin | Assign admissions-related permissions in roles and access, and ensure Application Management is enabled for the institution. |
Exact duties vary by institution. The handbook task guides assume you have the permissions listed on each page.
Where to start
If you are setting up admissions for the first time, work through this order:
- Apply portal settings — enable Application Management and customize the portal.
- Confirm study programs and cohorts exist for the intakes you plan to open.
- Application programs — create a program and link study programs.
- Application forms — build, preview, and publish the questionnaire.
- Share the Apply portal URL and monitor the Applicants Pending tab as submissions arrive.
If programs and forms already exist and you are processing live applications, start with Review an application and Move to next stage.
In this section
The admissions funnel
The five stages from configuration to enrollment, the application statuses, and common transitions.
Applicants
Review submissions, approve or reject, communicate, and bulk-process applications.
Application forms
Build forms, use the question catalog, preview, and publish questionnaires.
Application programs
Create programs, link study programs, configure settings, and control active intakes.
Apply portal settings
Enable Apply, manage templates, and understand applicant email notifications.