Admissions Administrator on DreamApply Knowledge Base

Create trackers

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

In most cases, you create trackers at the time you assign them — for example, when you import leads or assign trackers manually through applicant cards. In some cases, however, the tracker must already exist before you can use it. These applies to:

Trackers assigned by applicants as reference codes
Trackers linked to entry points
Trackers used in rules
Trackers assigned to leads imported from external systems

Before you begin

To manage trackers, your account must have the Superuser, Admissions administrator or Marketing administrator role or the trackers permission.

Assign trackers

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

DreamApply offers several ways to assign trackers:

By Administrators
By applicants
By Advisors
Through entry points
Automatically through rules
While importing leads
Via the DreamApply API

Before you begin

To assign trackers, your account must have the Superuser or Admissions administrator role or the applicants-view and applicants-edit permissions.
To set up automatic rules, your account must have the Superuser role or the rules permissions.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Manually assign trackers (by Administrators)

Administrators can manually assign trackers to applicants through applicant cards. This method is useful if Administrators are aware that an applicant is participating in a specific campaign or was referred by a particular Advisor.

Calculate the ranking score

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

The Score column in the Rankings view displays the ranking score calculated for each offer. To calculate ranking scores, DreamApply uses scores from scoresheets that are further processed using the rules defined in the evaluation criteria.

When analyzing ranking scores, you can:

View the calculation breakdown
Add extra points
Recalculate ranking scores

Before you begin

To work with ranking scores, your account must have the Superuser, Admissions administrator or Academic supervisor role or the offers-scoring permission.

Create tables

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

You can create tables in DreamApply to explore and share specific segments of application data.

Column types

To build a table, select the columns you want to display based on your reporting needs. DreamApply offers the following types of columns to help you organize information:

Metadata columns: Display core system data such as Applicant, Application, Assignees, Created date or Submitted date. Use these fields as the foundation for your table views to track and manage application information.
Data columns: Show application-related data such as offer details, profile and contact information.
Custom columns: Editable columns that support manual data entry. Custom columns can be used to capture notes, labels or additional information, without affecting the system application data.

Row structure

Depending on the columns you select, DreamApply supports two row structures:

Delete applicant accounts

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

Applicants or Administrators may want to remove applicant accounts from DreamApply. This can happen when:

An applicant wants to withdraw from all of their applications
An applicant wants remove their account but still wants to keep their DreamID for possible future use
An Administrator needs to remove an applicant account on behalf of the applicant

When an applicant account is deleted, DreamApply removes all data and resources for that account. This includes:

Filters

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

To narrow down the list of application records, you can use filters in DreamApply. Filters allow you to focus on specific admission data without the need to manually search through large datasets.

Filters adapt to the context of each view, for example:

In the Browse view, you can filter data using criteria related to applications, applicants, offers, interviews and more.
In the Invoices view, you can filter data using applicant- and invoice-related criteria.

When you apply filters in one view, they remain active across other views in DreamApply, as long as those views support the same filtering criteria. This provides a unified and consistent experience across the system.

Silence reminders

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

Applicants and administrators can silence reminders for specific applications when notifications are no longer relevant or require attention later. Silencing reminders stops notifications until they are manually re-enabled or until the selected silence period expires.

DreamApply applies the following rules when silencing reminders:

Eligible reminders: Only reminders configured as “silenceable” are affected. For details, see the summary table for reminders.
On-request reminders: Messages that are not tied to the application or are sent on request are not silenced.
Automatic reset: If an applicant starts a new application in a future admission cycle, reminders are automatically re-enabled for that application.

Reminders can be silenced in the following ways:

Add applications to scoresheets

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

To systematically assess submitted applications, you must add applications to scoresheets.

Applications can be added to scoresheets in the following ways:

Using criteria (recommended): Define specific evaluation criteria and assign them to programmes. When an applicant applies for a programme, DreamApply automatically adds their application to the relevant scoresheets that feed those criteria.
Using rules: Set up rules to automatically add applications to scoresheets based on specific requirements.
Manual adding: Administrators and applicants can manually add applications to scoresheets. This method is especially useful for unlisted scoresheets.

Assign applications

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

To help the admission team focus on the applications they need to work on, you need to assign these applications to them. Application assignment makes it easier for the admission team to filter and manage their workload during the review process.

DreamApply provides several tools to automate application assignment. You can set up rules to both assign applications for initial review and move applications through the admission pipeline. For example, you can use the Director to initially assign applications to Admissions Administrators. Additionally, you can set up automatic rules to assign applications to accountants for payment processing once the review is finished. After payments are received, applications can be re-assigned to team members responsible for visas and so on.

Invite to an interview

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

DreamApply offers several ways to invite applicants to interviews:

Through automatic rules: You can create a rule that will automatically invite applicants matching a specific criteria
Using bulk invitations: You can select several applicants and send invitations in a batch
Using individual invitations: You can invite specific applicants as needed

Before you begin

To set up automatic rules, your account must have the Superuser role or the rules permissions.
To invite applicants in bulk or individually, your account must have the Superuser, Admissions administrator, Academic supervisor or Academic consultant role or the applications-view permissions.

Invite applicants using rules

You can set up DreamApply to automatically invite applicants that match specific criteria. For example, you may want to automatically invite international applicants who require additional screening or applicants who have successfully submitted their documents using tasks.

Personalized messaging

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

DreamApply allows Administrators to send direct messages to applicants. This type of communication can be helpful to clarify requirements, provide additional guidance or address specific applicant queries.

Administrators can:

Send a message to an individual applicant
Send a message to multiple applicants

Before you begin

To enable the two-way messaging mode, your account must have the Superuser role or the instance permission.
To view messages in message threads, your account must have the Superuser, Admissions administrator, Academic supervisor, Academic consultant, Marketing administrator or Accountant or the applicants-view and applications-view permissions.
To create threads and send messages, your account must have the Superuser or Admissions administrator role or the applicants-view, applications-view and applicants-edit permission.

Enable two-way messaging

To send messages using the Messages view in DreamApply, you must first enable the two-way messaging mode. All sent and received messages are organized into threads, making it simple to track the conversation history.

Schedule meetings

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

DreamApply allows scheduling both onsite and virtual meetings to meet the needs of your institution and participants.

For onsite meetings, you can select a room with the appropriate space and facilities from the configured locations.
For virtual meetings, you can create a meeting without a location and provide joining instructions in the meeting description. These instructions can direct participants to popular conferencing tools like Google Meet, Microsoft Teams, WebEx or Zoom, allowing them to join with a click.

You can schedule meetings with different registration requirements:

Share tables

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

You can create tables for personal use or share them with others for teamwork, reviews or collaborative analysis.

Depending on who requires access, you can share tables in the following ways:

Private use: A table is only visible to an Administrator who created it.
Shared with Administrators: A table is shared with all Administrators or specific Administrators.
Shared via a share link: A table is shared via a share link generated in DreamApply and sent to a recipient. The recipient can open the table and view it without creating an account in the system.

Before you begin

To share tables, your account must have the Superuser, Admissions administrator or Academic supervisor role or the applications-view permission.

Unassign and delete trackers

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

In some cases, you may want to unassign and delete trackers that were previously assigned to leads.

Before you begin

To unassign trackers, your account must have the Superuser or Admissions administrator role or the applicants-view and applicants-edit permissions.
To delete trackers, your account must have the Superuser, Admissions administrator or Marketing administrator role or the trackers permission.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Unassign trackers

You may want to remove a tracker assigned to a lead, for example, if a lead is no longer associated with a specific campaign.

Assign grants and scholarships

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

When you assign financial aid in DreamApply, you mark a candidate as eligible for a specific grant or scholarship. While DreamApply does not process actual payments or disbursements, it can help model different scenarios, identify the most qualified candidates and visualize how funds could be distributed.

You can identify candidates and assign grants and scholarships in two ways:

Manually: This type of assignment provides full control and allows you to select candidates individually.
Automatically through bulk assign: You can use the Bulk award wizard to streamline the allocation process.

Before you begin

To manually assign grants and scholarships, your account must have the Superuser role or the grants, offers-view and offers-edit permissions.
To assign grants and scholarships in bulk, your account must have the Superuser role or the grants permission.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Manually assign grants and scholarships

To manually assign a grant or scholarship:

Enter scores

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

DreamApply offers several ways to collect and record scores depending on the scoresheet type and the required level of expertise:

Applicant self-scoring: For public and unlisted scoresheets, applicants can enter their own scores by using the Scores section on the application edit page. DreamApply automatically saves this data and makes it available to evaluators for subsequent review.
Expert evaluation: For scoresheets that require professional judgment, institutions can manage the scoring process in the following ways:

Export tables

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

You can export tables for offline analysis, reporting or archiving. DreamApply supports two export formats — Excel and CSV.

When exporting data, you can choose how to display application IDs:

Plain text: Display application IDs as non-clickable text.
Clickable links: Display application IDs as URLs that link directly to application pages in DreamApply. Anyone who has access to the exported file can click these URLs to view applications in the system, even if they do not have an account in DreamApply.

Before you begin

To export tables, your account must have the Superuser, Admissions administrator or Academic supervisor role or the applications-view permission.

Make offers in bulk

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

To make offers to multiple applicants at once, you can run the Send bulk offers tool in the Rankings view. This tool allows you to process both manually selected offers or offers selected automatically by DreamApply based on existing offer quotas.

Upon processing offers, you can:

Save the results to review and finalize them later
Immediately send out offers to selected applicants

Before you begin

To run the Send bulk offers tool, your account must have the Superuser or Admissions administrator role or the offers-confirm permission.
To use auto-selection, you must configure at least one offer quota for the academic year.

Select and process offers

To select and process offers for multiple applicants:

Process payments

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

DreamApply lists all issued invoices in the Invoices view under Finance. You can use this view to track the status of each invoice, monitor payments and keep financial records organized.

Before you begin

To view and manage invoices, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Track invoices

Using the Invoices view, you can check invoices statuses and see whether they are fully paid, partially paid or still pending.

Set up official use sections

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

To record internal information needed for admission processing, you can add official use sections to appforms. These sections can be helpful for administrative details such as:

Internal Administrator records
Housing or accommodations assignments
Scholarship or funding decisions
Special admission routes or exceptions

Only Administrators can complete and view official use sections. These sections are hidden from applicants and Advisors to guarantee that sensitive information remains secure.

Before you begin

To set up official use sections in appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To complete official use sections, your account must have the Superuser or Admissions administrator role or the applications-view and applications-edit permissions.

Add official use sections

To add an official use section to an appform:

Statistics

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

To gain insights into the admission process using structured data, you can use the Statistics view in DreamApply. This view allows you to explore statistics using predefined data segments, apply filters and compare data across different segments.

To access application statistics, in the main menu, under Applications, select Statistics.

Before you begin

To view application statistics, your account must have the Superuser, Admissions administrator, Academic supervisor, Academic consultant, Marketing administrator or Accountant role or the applications-view permission.

View task progress

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

You can monitor the task progress using the following tools:

Tasks view
Journal

Before you begin

To use the Tasks view, your account must have the Superuser, Admissions administrator, Academic supervisor, Academic consultant or Marketing administrator role or the applications-view permission.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Use the Tasks view

To monitor the progress of tasks assigned to applicants, use the Applications > Tasks view. This view provides a high-level summary of task completion across all applicants in both a graph and a table.

Watch interviews

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

All interview sessions recorded and submitted by applicants are securely stored in the DreamApply system. You can access these recordings at any time for review.

Before you begin

To watch and manage interviews, your account must have the Superuser or Admissions administrator role or the interviews permission.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Review and manage recordings

To review submitted recordings:

Application freezing

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

In DreamApply, Administrators can freeze application data at key stages of the admission process. Application freezing locks previously entered details but still allows applicants to add new or missing information. This helps institutions maintain clear, consistent records and reduces the risk of errors during the review process.

How application freezing works

When applications are frozen, applicants can no longer edit the information they have already submitted. DreamApply locks the existing data on the application edit page and informs applicants that editing is limited.

Delete tasks

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

In some cases, applicants may receive irrelevant tasks. This can happen, for example, if an applicant removes a programme that required a task or if programme requirements change after a task is assigned. In these cases, you can:

Send tasks to trash
Delete tasks

Before you begin

To send tasks to trash and delete tasks, your account must have the Superuser or Admissions administrator role or the applications-view and tasks permissions.

Make offers

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

To move offers forward in the application process and communicate progress to applicants, you can set offer types for each offer in the application.

DreamApply offers two options for setting offer types:

Manually: You can set offer types, save and send out individual offers using offer cards.
In bulk: You can use DreamApply filtering and automation tools to identify top candidates and send out offers in bulk.

DreamApply may not display offer buttons for some priorities on the application card. This can happen if the priority has not yet been submitted. For details, see Offer workflows.

Manage allocations

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

DreamApply displays information about allocated grants and scholarships in several places in the system:

Ranking list
Offers for an applicant
Allocations report

Before you begin

To view the ranking list and work with offers, your account must have the Superuser, Admissions administrator or Academic supervisor role or the offers-scoring permission.
To view and assign grants and scholarships, your account must have the Superuser role or the grants, offers-view and offers-edit permissions.

View the ranking list

To view awarded applicants in the ranking list, in the main menu, under Applications, select Rankings. DreamApply marks such applicants with the heart icon and specifies the type of financial aid they have received.

Manage flags

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

In addition to standard application statuses and offer types, Administrators can use flags to categorize applications. Flags allow Administrators to mark and identify applications based on specific criteria, making it simpler to process them.

In DreamApply, flags are created and managed at the institution level. Administrators can view, assign and manage flags created by other Administrators, which allows for consistency and collaboration.

Before you begin

To manage access to flags, your account must have the Superuser role or the administrators permission.
To manage flags, your account must have the Superuser role or the flags permission.
To assign existing flags, your account must have the Superuser, Admissions administrator or Academic supervisor role or the applications-flag permission.
To subscribe to journal events, your account must have the Superuser or Admissions administrator role or the journal-view and journal-edit permissions.

Assign roles and permissions

To let Administrators work with flags, you must assign roles and permissions to them and grant them access to specific flags.

Mark invoices as lapsed

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

In some cases, an issued invoice is no longer needed and should be removed from the active admission process. This typically occurs when:

An application is moved to a later term.
An applicant withdraws their application.
An invoice needs to be corrected and reissued.

To manage invoices that should no longer be considered for payment, you can mark invoices as lapsed. When an invoice is marked as lapsed:

DreamApply excludes the invoice from processing and payment tracking. The system can automatically generate a new invoice for the application if a fee trigger event occurs, for example, a new course is added to the application or the application is re-submitted.

Promote tables

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

To promote high-priority tables, you can star them in DreamApply. When a table is starred, it appears first in the tables view for all Administrators who have access to the table. You can also use the Starred filter to quickly locate these tables.

Before you begin

To promote tables, your account must have the Superuser, Admissions administrator or Academic supervisor role or the applications-view permission.

Star tables

To star a table:

Application withdrawal

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

Applicants can withdraw applications at any time. This may be needed if an applicant decides to stop the admission process or submitted an application by mistake.

How application withdrawal works

To withdraw an application, applicants can use the Withdraw application option in the application card. An application can be withdrawn unless it has one of the following statuses:

Closed

Expired

When an application is withdrawn, DreamApply changes its status to Withdrawn. All withdrawn applications are displayed in the Browse view, under Application progress > Withdrawn.

Import leads

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

You can import leads in bulk from files or external platforms. This method can be useful for leads collected through offline campaigns, partner programmes or other external marketing efforts.

Imported leads are registered as natural persons. Each lead receives a welcome email from DreamApply with a registration link they can use to set up their account and continue the application process.

During the import process, you can assign a specific tracker to imported leads. This way, you can indicate and trace the original source of applicants.

Application expiration

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

In DreamApply, an application is no longer active in the following cases:

An Administrator closes the application. To close an application, on the application card, click View and in the left pane, click Close application.
An applicant withdraws the application. Applicants can revert application withdrawal within 15 minutes.
The application has expired. DreamApply automatically marks all applications for the term as expired after the grace period for this term ends. At this point, the system locks the term and closes it for any other application changes or modifications by Administrators or applicants.

Limitations for expired applications

When an application expires, the following limitations apply:

Define support measures

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

Some applicants may require additional support to fully participate in the admission process. These include, for example, applicants with disabilities or applicants who have special needs. DreamApply lets institutions define support measures they can provide, assign them to applicants and later generate reports. This feature helps institutions improve accessibility in admissions and provide equal opportunities for all applicants.

Support measures can address different kinds of applicant needs. DreamApply organizes them into the following categories: