Some programs are suited to direct enrolment, open to anyone who wants to participate, but for others, you might need a more discerning approach. 

“Application Only” programs can be set up so that a person who is interested needs to apply to attend. The Applications Inbox is used to help administrators review and manage applications.

Create Application Forms

To create an application form for a program, go to Program Admin > Application Forms:

• Add Form, choose if you are creating a new form, or copying an existing form - if copying an existing form, select that form. name your template and select Question Display. Create Application Form
• Add questions to your application. Questions can be required or optional. Available question types are:
  • Single Line - for short, free text responses eg. what is your current job title?
  • Open Ended - for longer-form, free text responses eg. what are your goals for the program?
  • Single Answer - choose one option from a drop-down
  • Multiple Choice - choose from multiple options in a list
  • File Upload - attach a document or document (for example, a resume)
     

Link Your Application Form to a Program

Once your application form is complete, link to your 'Apply Only' program. In the Program Settings for that program:

• Go to the Self Enrolment tab
• Choose 'Application Only' as the Self Enrolment method
• Set an Application Close Date. This is the last date you will be accepting applications for this program.
• Go to the Application Tab
• Link the Application Form you created in Program Admin > Application Forms
• Decide how often you want users who have permission to manage and process the applications to receive an email notification that a new application has been submitted:
  • enable an email for every application
  • enable a daily summary of all applications received that day
• Note the roles that have permission to manage/process applications. In the Platform Role, this can be set to:
  • Manage ALL applications
  • Manage ONLY applications for programs where the user has the Program Coordinator role.
     

Please also note: once an application has been accessed from the front end (via the enrolment page of a linked program), many of the editing functions of that application will lock. This is to ensure that all learners completing this form are completing the same form, to ensure fairness across the application process.

Manage Applications

The Application Inbox is available in the Program Delivery area to any user who has permission to manage applications for at least one program. You can view and process submitted Applications here. 

You can also access submitted applications in the Program itself, in Deliver view - Manage Cohorts - Applications. Here, you can also take action on applications and run reports.

Process Applications

To process an application, click the three-dot menu and ‘Open Application’ to open the details screen.

To take action on an application, click the three-dot menu next to the Applicant's name and select Take Action; you will then be taken to the Application page. Here you can see the applicant's responses, data about the Application, a Summary of any previous learning the Applicant has completed on the platform, any Notes which have been left by other Program Team Members, an Activity Log, and you can choose how you would like to proceed regarding this Application submission:

• Approve & Enrol Applicant - Applicant is enrolled in the program and cohort they applied for
• Withdraw on Behalf of the Applicant - Withdraws the application, usually an action taken at the request of the applicant, who can also withdraw themselves if they wish to do so
• Refer Applicant to Another Program - Rejects the application, but allows you to edit an email suggesting another program they may be more suitable for
• Unsuccessful Application - Notify the applicant their application has been unsuccessful, with no further actions