Once the referee refers to an applicant then their name and the information will appear in the Manage Applicant Referral report where you can review and approve the referrals.
Accessing the Manage Applicant Referral
There are two locations where you can access the Manage Applicant Referrals area:
If you are the Global Administrator you can access the Manage Global Applicant Referrals from the Administration tab. This access allows you to see all the referrals for all the application forms you have active on the site.
- Step 1: From the Home page > Select Administration tab
- Step 2: This will open the Administration tab where you can select the Manage Global Applicant Referrals.
From Administration tab > Select the Manage Global Applicant Referrals.
- Step 3: This will open the Manage Global Applicant Referrals screen. From this screen, you can select in the Applications Field the application you wish to view. You can view all to see all the referrals for all your applications or select a specific application to see only the referrals for that application form.
The other screen that you can access Manage Applicant Referrals is on the Manage Applications tab for the Application form you are allowing referrals on. Any administrator can view the referrals from this location if they have access to the Manage Applications tab and the Manage Applicant Referrals on the Manage Applications tab.
- Step 1: From the Home page > Select the Application Form Name of the application you are reviewing referrals for.
- Step 2: This will open the Manage Applications tab > Select Manage Applicant Referrals
Notice the only difference between this report and the one on the Administration tab is that the Application Name will only show the name of the current application you are in and you can only view the Referrals for this specific application form.
Approving or Denying Applicants in the Manage Referral Report
In the Manage Applicant Referral you can use the “Search By” to search for a specific applicant by Applicant First Name, Applicant Last Name, Applicant Email, Referee First Name, Referee Last Name, Referee Email, and by a specific Approval Status. Enter the information you want to search on and click the Search button to look for the applicant based on the search parameters you entered.
In the Manage Applicant Referral Report you will see the following columns:
Application Name: The application that the applicant has been referred to apply to.
Applicant First Name: The first name of the refereed applicant entered on the Referee report by the Referee.
Applicant Last Name: The last name of the refereed applicant entered on the Referee report by the Referee.
Applicant Email: The email of the applicant refereed, entered on the Referee report by the Referee.
School/Agency: The School or Agency name that has referred the applicant.
Referee First Name: First Name of the individual that has referred the applicant
Referee Last Name: Last Name of the individual that has referred the applicant.
Referee Address: Address of the individual that has referred the applicant.
Referee Email: Contact Email Address of the individual that has referred the applicant.
Referee Phone: Contact Phone Number of the individual that has referred the applicant.
Referred On: Date of the referral was submitted
Approval Status: Current Status of the referral in the approval process
- Approved – Applicant has been approved to apply to the application form
- Approval Declined – The applicant has been declined approval and will not be able to apply to the application form.
- Pending Approval – The applicant is pending approval and has not yet been approved to apply to the application form.
Comments: Comments entered when approved.
Export to Excel: This allows you to export this report to Excel.
- Approving an Applicant
Depending on the process you are using to approve your applicants there are two buttons available to approve an applicant, Approve and Approve and Send Email.
Approve: Approves the applicant for applying to the application process. This changes the applicant’s approval status to Approved but does not send the invite email to the applicant.
Important Note: If you do not have the Enable Applicant Referral Approval set to No in the Administration - Site Settings and you are forcing the approval by the site administrator and choose not to send the email upon approval, you will need to create another means of notifying that the applicant they have been approved to apply.
Remember if they do not get the email then they do not get the special apply link that they need to click on to get the apply button.
Use just the Approve button if:
You had the Referral Setting in Site Setting – Enable Applicant Referral Approval set to No and the applicant already received the email. You do not want to resend the email but just mark the applicant approved.
You want to approve the applicant but not have the email sent. You will notify the referee and they will notify the applicant. Once they notified the applicant, the applicant can begin the application process if the application is not a private application.
Note: If it is a private application and you did not send the email to apply in the referral process, the applicant will not be able to apply to this application. The email is the only way to get the special apply link to them. You as the administrator will have to select the Approve and Email for the applicant to get the link or use the private Application Invitation functionality in the Administration tab, to invite the applicant to a private application.
Approve and Email: Approves the applicant and sends Application: Referral Invitation email inviting the applicant to apply. This email will give the applicant the special apply link they can click on to begin the application process. (Please see this email in the Notification Center for the application form you are inviting the applicant, to confirm it relays the appropriate message to the applicant(s).)
-
- Step 1: To approve an applicant select the box next to the applicant you want to approve and then select the Approve button or the Approve and Send Email button (you can select multiple applicants if you wish to do the same approval on all of them at the same time).
- Step 2: The Add Comment box will appear. Enter a comment and click Save. This comment will appear to the applicant when we select the check box for “Show to Applicant” and it will appear in the comment column in the report.
- Step 3: Once you click the Save button and if you are selected the Approve and Send Email button, the email will automatically be sent to the applicant. If you are selected the Approve button, then no email will go to the applicant. The Approval Status of the applicant will then change to Approved. Any comments you entered will appear in the Comment column.
- Step 1: To approve an applicant select the box next to the applicant you want to approve and then select the Approve button or the Approve and Send Email button (you can select multiple applicants if you wish to do the same approval on all of them at the same time).
-
- Declining an Applicant
If you are not using the automatic referral process and have determined that the applicant is not eligible to apply to the application form that they have been referred to, and you can decline an applicant and mark them as Approval Declined. If you decide later that they are approved, then you can reverse the decline of the application and decide to approve them.
- Step 1: To decline an applicant select the box next to the applicant you want to approve and then select the Decline button. (You can select multiple applicants if you wish to decline all of them at the same time).
- Step 2: The Add Comment box will appear. Enter a comment and click Save. This comment will appear to the applicant and it will appear in the comment column in the report.
- Step 3: Once you click the Save, the Approval Status of the applicant will then change to Approval Declined. Any comments you entered will appear in the Comments column.
- Step 1: To decline an applicant select the box next to the applicant you want to approve and then select the Decline button. (You can select multiple applicants if you wish to decline all of them at the same time).
- Managing Agencies
Manage Agencies allows you to adjust the School/Agency name if it was incorrectly entered by the referee or if the name changes.
- Step 1: To Manage the Agency Name, select the Manage Agencies button.
- Step 2: This will open the Manage Agencies page where you will see a listing of all the Agencies that have referred applicants.
- Step 3: You can use the Search by Agency Name to search for a specific agency by entering the Agency Name and then click the Search button.
- Step 4: Select the Agency Name for the agency you want to change.
- Step 5: This will open the Manage Agencies screen for that Agency. To make the change, type the information in the Agency field and click Save to save the changes.
- Step 6: Once you save the changes, you will receive a message confirming the change. Click Ok to return to the Manage Agencies page.
- Step 7: Once you are returned to the Manage Agencies page you will need to click the Manage Applicant Referrals in the Navigation bar at the top of the page to return to the Manage Applicant Referrals report.
- Step 1: To Manage the Agency Name, select the Manage Agencies button.