---
title: The admissions funnel
description: >-
  How an application moves through Fuxam Apply — the five stages from
  configuration to enrollment, the application statuses, and the common
  transitions.
sidebar:
  order: 2
---

**The admissions funnel** is the path every application takes in Fuxam Apply — from configuration and the public **Apply portal** through staff review and decision to **Enrolled**. Staff work the funnel in **Campus Management → Applications** (visible only when Application Management is enabled for your institution).

:::info
The pipeline is **status-driven**: each application status shows where a submission sits. Fuxam Apply has no separate configurable stage engine, so you cannot add stage names beyond the supported statuses.
:::

## Why it matters

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 keeps configuration, applicant data, decisions, and notifications in one system instead of scattered spreadsheets and email threads. Status updates tell applicants where they stand, trigger [review emails](/docs/fuxam-web/apply/apply-portal-settings/email-notifications) at the right moments, and show colleagues which files need attention.

## Before you start

| Requirement | Detail |
|---|---|
| Application Management | Enabled for your institution. See [Apply portal settings](/docs/fuxam-web/apply/apply-portal-settings). |
| Permissions | Permission to view application programs and forms, or to view individual applicant submissions on user profiles, depending on the task. |
| Study programs and cohorts | Must exist for the intakes you plan to open. See [Study programs and cohorts](/docs/fuxam-web/cms/programs-and-planning/study-programs-cohorts). |

## The five stages

A typical journey through Apply looks like this:

1. **Configure** — Enable Application Management, set portal branding, create [application programs](/docs/fuxam-web/apply/application-programs) linked to study programs, build and publish [application forms](/docs/fuxam-web/apply/application-forms), and share the Apply portal URL from [apply portal settings](/docs/fuxam-web/apply/apply-portal-settings).

2. **Apply** — Applicants browse programs on the public portal, select an intake cohort, complete the form (with optional draft save), and submit. They receive a confirmation email and can track submissions under **My Submissions**.

3. **Review** — Staff open the [Applicants](/docs/fuxam-web/apply/applicants) area, filter the **Pending** tab, [review field answers](/docs/fuxam-web/apply/applicants/review-an-application), [request changes](/docs/fuxam-web/apply/applicants/review-an-application) if needed, and [communicate](/docs/fuxam-web/apply/applicants/communicate-with-an-applicant) outside automated emails when appropriate.

4. **Decide** — Evaluators [approve or reject](/docs/fuxam-web/apply/applicants/approve-or-reject), set statuses such as **Conditionally accepted**, and [move applicants through stages](/docs/fuxam-web/apply/applicants/move-to-next-stage) toward **Accepted** or **Rejected**.

5. **Enroll** — After conditions are met (study contract, documents, etc.), status moves to **Enrolled**, which may trigger user provisioning and cohort assignment — the handoff from admissions to [user management](/docs/fuxam-web/base/user-management) and [study programs and cohorts](/docs/fuxam-web/cms/programs-and-planning/study-programs-cohorts).

Not every submission visits every state. Your institution may skip stages, use **Conditionally accepted** before **Accepted**, or rely on the **Pending requirements** area (when visible) to track outstanding items.

## Application statuses

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 |

:::tip
The [Applicants](/docs/fuxam-web/apply/applicants) filter bar may show **Under review** while the status selector uses **In review**. Both refer to the same evaluation phase.
:::

## Common transitions

| 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. |

Step-by-step instructions for changing a status are in [Move to next stage](/docs/fuxam-web/apply/applicants/move-to-next-stage); to change several applicants at once, see [Bulk process applications](/docs/fuxam-web/apply/applicants/bulk-process-applications).

:::warning
Submissions already in **Enrolled** status cannot be bulk-updated. Process enrolled applicants individually if changes are required.
:::

## Common pitfalls

| Pitfall | What happens | What to do |
|---|---|---|
| **Enrolled** set before onboarding is done | **Enrolled** may trigger account creation and cohort assignment | Verify the study contract first (see the warning in [Approve or reject](/docs/fuxam-web/apply/applicants/approve-or-reject)) |
| Stale **Submitted** files | High-volume intakes pile up without triage | Bulk-move to **In review** to show active processing |
| Expecting an email for every status | Review emails are not sent for **Draft** or **Pending** | Use [manual communication](/docs/fuxam-web/apply/applicants/communicate-with-an-applicant) where the applicant needs to hear from you |
| Bulk-updating enrolled applicants | Submissions in **Enrolled** are skipped by bulk changes | Process them individually |

## 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](/docs/fuxam-web/apply/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.

## Related pages

**[Getting started with Apply](/docs/fuxam-web/apply/getting-started)**

Key concepts, roles, and where to start with admissions.

**[Move to next stage](/docs/fuxam-web/apply/applicants/move-to-next-stage)**

Change an applicant's status and understand the transition rules.

**[Review an application](/docs/fuxam-web/apply/applicants/review-an-application)**

Evaluate answers before advancing status.

**[Approve or reject](/docs/fuxam-web/apply/applicants/approve-or-reject)**

Decision emails and enrollment guards.