How outgoing integrations work

DreamApply supports outgoing integrations with external marketing tools such as CRM platforms and mailing systems. Outgoing integrations allow you to send applicant data to those systems, where you can manage and communicate with applicants further.

Applicant data export

When you set up an integration gateway, DreamApply exports applicant data and creates new records — such as leads, contacts or subscribers — in the connected system. Depending on the system, created records are assigned to contact owners or placed into the selected group/audience.

The contact owner is a designated user with administrative privileges who receives access to applicant data and is responsible for managing incoming records. During the gateway setup, DreamApply retrieves the list of available contact owners and groups/audiences from the connected system. You can choose the correct option to organize your data or distribute the workload.

DreamApply offers several ways to export applicant data:

• Automatic data export: DreamApply continuously checks for updates in applicant records. When new applicants register themselves, are added by Advisors or are collected using the Import tool, DreamApply automatically sends their data to the connected system.
• Export through rules: You can set up rules to export applicant data under certain conditions.
• Manual data export: You can initiate manual export for specific applicant records when required.

The scope of exported data varies by the connected system, but typically includes:

• Full name
• Email address
• Location/Citizenship
• Trackers and other applicant details

Applicant consents

To meet data protection requirements or internal institutional regulations, you can define an applicant consent in DreamApply and link this consent to the integration gateway. If an applicant does not accept the consent, DreamApply will exclude their data from transfer.

In DreamApply, each gateway is linked to a single consent. You can create multiple gateways using the same credentials and link them to different consents. This setup gives precise control over which applicant data is sent to the connected system and associated with a specific contact owner or placed into a specific group/audience.