Set up Advisor accounts on DreamApply Knowledge Base

Advisor permission levels

Mon, 01 Jan 0001 00:00:00 +0000

Depending on their granted permissions, Advisor access levels can range from incognito access to full application management. Use the table below to understand what capabilities are available to Advisors with different permission levels.

Capability	Ability to manage applications, offers, tasks	Full read-only access to applications	Limited access	Incognito access
Account management
Register applicant accounts	✅	✅ If Allowed to register new applicants is enabled	✅ If Allowed to register new applicants is enabled	✅ If Allowed to register new applicants is enabled
Register applicant accounts without an email address	✅ If Allowed to register applicants without an email is enabled	❌	❌	❌
Change applicant email address (for unverified accounts)	✅	❌	❌	❌
Send a verification reminder	✅	❌	❌	❌
Application management
View application statistics	✅	✅	✅	✅
View applications	✅	✅	✅ Only applicant's name, photo, region, programmes and application statuses	✅ Only applicant IDs, programmes and application statuses
Edit applications	✅	❌	❌	❌
Withdraw applications	✅	❌	❌	❌
Process payments	✅	❌	❌	❌
Complete tasks	✅	❌	❌	❌
Confirm offers	✅	❌	❌	❌
View messages in the portal	✅	❌	❌	❌
Receive applicant's emails (CC)	✅ If CC applicant emails to the advisor is enabled	❌	❌	❌

Create Advisor accounts

Mon, 01 Jan 0001 00:00:00 +0000

You must set up accounts for all Advisors involved in the admission process. To do this:

Add an Advisor account
Define the Advisor account contacts

Before you begin

To set up an Advisor account, your account must have the Superuser or Marketing administrator role or the advisors permission.

Add an Advisor account

To add an Advisor account:

In the main menu, under Marketing, select Advisors.
Under the Advisor list, click New advisor.
Specify the Advisor’s name and the territory from which they send applicants.
If necessary, in the Tracker field, change the name of the tracker that will be assigned to applicants managed by this Advisor.
In the Postal address section, provide the Advisor’s address if necessary.
In the Policy section, select the permission level for the Advisor and enable required options. For details, see Advisor permission levels.
In the Contract validity section, define the account active period. To limit the account lifetime, you can specify a start date, an end date or both.
If necessary, add the Advisor account to a specific group, provide additional notes and upload accompanying documentation.
At the top of the form, click Save changes and define the Advisor account contacts if necessary.

The Email address(es) field is outdated and must not be used. Use the Contacts section to define the Advisor contacts.

Define the Advisor account contacts

After you create an Advisor account, you can define one or more contacts for it. The Advisor account contacts serve two purposes:

Migrate Advisor accounts

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply is transitioning Advisor accounts from legacy access codes to a new authentication model. Each Advisor now requires a DreamID to log in. This update improves security and accountability, and provides a consistent login experience for both Administrators and Advisors.

Steps to complete migration

When your institution is ready to migrate, complete the following steps:

Notify DreamApply: Inform the DreamApply team that you are ready to migrate. We will enable the new login mechanism for your instance.
Update contact info: Add one or more contact records to the Advisor account and click Send out access invitation for those contacts that must have access to the DreamApply portal. For details, see Define the Advisor account contacts.
Automated invitations: For every invited contact, DreamApply will generate a DreamID and send a welcome email with joining instructions to the specified email address.
First login: Advisors will log in via the Advisor login section using their DreamID. During the first login, they must confirm their email address to finalize their account setup.

Migration notes

The migration affects only the login mechanism. Advisor access policies, the portal interface and available features remain unchanged.
You may continue using the legacy login method until you are ready to switch. However, we recommend migrating as soon as possible to ensure improved security.