Marketing 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.

Set up landing pages

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

When users click campaign links, you often need to send them to a different destination, for example:

Programme catalog
Programme description page
External partner site

To capture clicks on these links and connect these clicks to registered applicants, you can set up landing pages in DreamApply.

How landing pages work

To set up a landing page, you need to create an entry point and configure the redirect behavior for it. The landing page acts as a tracker: it logs the user click, captures the entry point ID and then redirects the user to their final destination.

Update the portal menu

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

The main menu in the DreamApply portal initially includes links to features and tools provided by DreamApply. You can add your own items to the menu to offer additional resources and enhance the portal usability.

Custom menu items appear in the left menu of the portal, under the DreamApply menu items. They can include:

Pages with important information
Links to external resources
Downloadable documents

Before you begin

To customize the menu, your account must have the Superuser, Marketing administrator or Content administrator role or the contents permission.

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.

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.

Use tracking templates

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

If your institution uses Google Ads to promote campaigns, you can set up tracking templates in DreamApply. Tracking templates allow you to measure how effective your ads are, even if these ads direct users to external websites.

How tracking templates work

A tracking template is a URL structure used in advertising platforms to monitor how users interact with ads. Tracking templates are set up in DreamApply and have the following format:

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.

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.

Track referrer domains

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

To understand where users come from when they arrive at DreamApply, you can set up referrer domain tracking.

This method is useful when applicants arrive at DreamApply from other websites such as your main institutional website, specific faculty pages or partner portals. By tracking referrer domains, you can see which websites send users to DreamApply and measure which ones drive the most engagement and conversion.

How referrer domains work

To use referrer domain tracking, you must set up your websites to send the Referer HTTP header and create an entry point for the website domain in DreamApply.

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.

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.

Use channels

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

To understand how applicants learned about your institution, you can use channels. Channels represent the sources through which applicants discover or access the admissions portal. Common channels include:

University website
Internet search engines
Social media platforms
Educational fairs

When an applicant submits an application, you can set up DreamApply to collect the channel information and automatically assign a channel flag that identifies the selected source to the application. Channel flags can then be used to filter and analyze applications during the admission process.