Superuser on DreamApply Knowledge Base

Configure task templates

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

Tasks assigned to applicants are generated from task templates. A task template aggregates basic task settings, including task statuses, deadlines, email notification and document attachment options.

Each task template includes several statuses that represent the applicant’s progress. Task statuses help track task completion and provide clarity for both applicants and the admission team. You can tailor the set of statuses within each template to fit the specific workflow of that task.

Create scoresheets

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

To start evaluating applicants, you need to create scoresheets in DreamApply. Each scoresheet focuses on a single assessment area, for example, language proficiency or academic performance.

Before you begin

To create scoresheets, your account must have the Superuser role or the scorers permission with access to all scoresheets.

Add scoresheets

To add scoresheets:

In the main menu, under Scoring, select Scoresheets.
At the bottom of the list, click New scoresheet.

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.

Customize the portal identity and branding

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

You can customize the main aspects of your portal identity — its name and domain — and personalize the look and feel to align with your organization’s brand.

Identity and branding settings are configured at the instance level. They apply to the Administrator, applicant and advisor portals. In the multi-institution setup, these settings affect all institutions and their respective portals.

Before you begin

To customize the portal identity and branding settings, your account must have the Superuser role or the instance permission.

Define applicant categories

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

To support different admission paths for various groups of applicants, you can use applicant categories. Applicant categories help customize the application process based on factors like the applicant’s residency or background.

DreamApply includes the following predefined categories:

Domestic
International
Alumni

Institutions can customize this list by adding or removing categories as needed.

How applicant categories are used

Applicant categories can be used to manage the following areas:

Intake eligibility: You can configure intakes to be available only to specific categories. Applicants who do not belong to an eligible category will not see programmes linked to those intakes.
Appform customization: You can create different question sets and assign additional appforms to specific categories.
Automatic rules: You can define rules that trigger based on applicant categories.
Record filtering: Administrators can filter applications and other records by category to simplify processing and reporting.

Category visibility modes

Visibility modes control how categories are assigned and whether applicants can see and select them.

Manage access to meetings

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

To let Administrators efficiently schedule meetings and events, you must assign roles and permissions to them.

Administrators require the Content administrator role to view and schedule meetings. We recommend that you grant this role to all Administrators responsible for meetings and events. This approach ensures comprehensive access to all required tasks and resources and reduces complexity.

To assign additional meeting tasks to Administrators, you can use the following permissions:

campus: Allows Administrators to set up and manage buildings and rooms for meetings
meetings-edit: Allows Administrators to create, edit and delete meetings
meetings-view: Allows Administrators to access the Meetings view in DreamApply, view meeting schedules and their details
meetings-registrations-view: Allows Administrators to view a list of registered participants
meetings-registrations-edit: Allows Administrators to edit participant registrations: change time slots, delete registrations

Superusers have all meetings permissions enabled by default. All admins that had the previous events permission will automatically receive the new meetings-view and meetings-edit permissions. The same goes for all Administrator roles; they will be updated accordingly.

Manage fees

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

In DreamApply, fees represent charges linked to specific programmes. You can set up various types of fees, define their amounts and geographical variations.

To define which fee must be applied, DreamApply uses the territory hierarchy. It checks for a fee starting from the most specific territory and moves up to more general levels. For example:

If a specific fee is set for a country, that fee will be applied for applicants whose citizenship is set to that country.
If no fee is set for a country, the system checks the region to which the country belongs.
If no regional fee is found, the system applies the global (World) fee.

You can mark a fee as visible or hidden. All visible fees for a programme are displayed in the fees section on the programme description page.

Organize applications

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

Before starting the review process, you can define how applications must be organized and managed in DreamApply. As part of this process, you can:

Set application limits
Group applications

Before you begin

To configure application settings, your account must have the Superuser role or the instance permission.

Set application limits

You can control how many priorities applicants can choose when applying. This option helps maintain a manageable number of choices per applicant and encourages them to focus on their most relevant ones.

Organize invoices

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

To keep your invoices organized and trackable in the system, you can set up invoice series. This feature ensures that all invoice numbers follow a clear, consistent format, which helps in maintaining better records.

Invoice series are optional in DreamApply. If you do set up a custom invoice series, DreamApply will use its default series to generate invoices. The default series uses a simple auto-incrementing numeric sequence without a prefix.

Purge applications

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

To keep application data clean and organized, you can use the Data purging option. Data purging allows Administrators to remove outdated applications and data that are no longer needed. This option can be especially helpful to prepare the system for new submissions when the previous academic term ends and a new term begins.

Data purging is performed per academic term. DreamApply deletes all applications within the term as well as system resources linked to them, such as offers, priorities and interviews. Applicant accounts and DreamID records remain in the system, so applicants can use them to submit new applications for upcoming terms.

Select the instance type

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

DreamApply supports two setup options for institutions:

Single-institution instance: This setup is recommended for organizations operating as a single entity, such as smaller schools, colleges or universities with a centralized structure. All departments and programmes are managed within one institution in DreamApply.
Multi-institution instance: This setup is designed for larger organizations or federations that comprise multiple institutions. Each institution maintains its own academic structure, departments, programmes and admission processes while operating within a single DreamApply instance.

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 programme-specific appforms

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

To set up a standard set of sections and fields that applicants must complete, you need to create one or more programme-specific appforms and link them to programmes.

DreamApply comes with a set of predefined appform sections. Each section includes data entry fields that you can activate and display to applicants. If a suitable question is not available, you can add your own data entry fields. If some section or data entry field is not required, you can exclude it.

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:

Define budgets

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

Depending how your institution plans to allocate funds, you can define one or more budgets for each financial year. For example, you can use a single consolidated budget to manage all grants and scholarships of the year. Alternalivery, you can set up separate budgets for different purposes.

Each budget reflects a specific amount of institutional funds and can be linked to one or more grants or scholarships. When you assign grants and scholarships to candidates, the allocated amounts are drawn from the corresponding linked budget.

Define roles for reviewers

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

To ensure each admission team member has the appropriate level of access and can work with relevant applications, they must have an Administrator account created for them and be granted the appropriate role.

DreamApply offers several built-in roles that make it easy to quickly set up access rights for reviewers:

Admissions administrator: Can work with applications, confirm offers and perform other application-related tasks.
Academic supervisor: Has read-only access to applications plus the ability to add flags, score applications, and edit offers.
Academic consultant: Has read-only access to applications.

You can combine several roles or create your own roles if needed. In addition, you can grant granular permissions to Administrators to extend built-in roles. Note, however, that assigning roles is a recommended way to manage access in DreamApply as they simplify permission management and reduce the risk of errors.

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.

Integrate tasks with third-party systems

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

You can create task templates that allow applicants to interact with external systems and services. These interactions can range from simple actions like visiting a website or downloading a file from external storage, to more complex processes such as digitally signing documents or completing financial transactions on other platforms.

How tasks with external actions work

To create a task template with an external action, you need to add a button to the template settings that triggers the action. When an applicant clicks the button, DreamApply will redirect them to the specified URL.

Integrate with Brevo

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

You can integrate DreamApply with Brevo to export applicant data. DreamApply sends the following data:

Email address
Full name
Location/citizenship
Phone number (if entered correctly with the country code)
Language preference (if available)

The exported data is registered as contact records in Brevo and added to the selected list.

To export applicant data, perform the following tasks:

Obtain an API key
Configure integration settings

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the integrations permission.

Integrate with Cobra CRM

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

You can integrate DreamApply with Cobra CRM to export applicant data and create new contact records.

DreamApply can send the following data:

Applicant data: ID, name, first name, last name, email, phone, registration date, citizenship
Lead data: Lead stage and stage change date
Offer data: ID, date, priority, name, programme ID, programme code, programme name, institution ID, institution name and abbreviation
Academic term data: Name, year, type and start date
Dates: Dates and UTC dates values

To export applicant data, perform the following tasks:

Integrate with ESSE3

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

To enable data transfer between DreamApply and ESSE3, perform the following tasks:

Request the ESSE3 add-on
Map programme data
Indicate documents to be transferred
Implement data retrieval
Customize the welcome email template

Request the ESSE add-on

The ESSE3 integration functionality is available as an add-on provided at no charge. To activate the add-on and properly set up your DreamApply instance, contact the DreamApply team.

Provide the following information to the DreamApply team:

Integrate with Flywire

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

Flywire is a global international platform that allows institutions to securely collect and process payments.

To enable payments using Flywire, perform the following tasks:

Obtain the Flywire API credentials
Configure the Flywire gateway
Redirect applicants to DreamApply

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain the Flywire API credentials

To start using Flywire with DreamApply, you need to obtain the following Flywire API credentials:

Integrate with Google Analytics

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

Google Analytics is a web analytics service that collects and reports data about user interactions with websites and apps. You can use it to understand user behavior in the DreamApply portal, measure traffic and evaluate performance of the DreamApply pages.

To integrate with Google Analytics, perform the following tasks:

Get the Measurement ID
Configure integration settings
Configure consent settings

Before you begin

Make sure you have a Google Analytics account.
To integrate with DreamApply, your account must have the Superuser role or the instance permission.

Get the Measurement ID

You need to create a data stream in Google Analytics and get a Measurement ID for this stream. The Measurement ID is a unique identifier that links DreamApply to a specific GA4 property and tells Google Analytics where to send data collected with gtag.js.

Integrate with Matomo

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

To integrate with Matomo, perform the following tasks:

Get the Matomo instance details
Configure integration settings
Configure consent settings

Before you begin

Make sure you have set up a Matomo instance in the cloud or on-premise.
To integrate with DreamApply, your account must have the Superuser role or the instance permission.

Get the Matomo instance details

To connect to Matomo, you need to obtain a Matomo URL and site ID.

Integrate with Mollie

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

Mollie is an online payment service provider that allows businesses to accept a wide variety of online payment methods. It supports companies located in the European Union, European Economic Area and the United Kingdom.

In DreamApply, Mollie can only be used to process payments in Euros.

Before you begin

To obtain your Mollie API key, set up an account in the Mollie portal.
To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain the Mollie API key

To connect DreamApply with Mollie, you need to set up a website profile and get an API key in the Mollie portal. For detailed instructions, see the Mollie documentation.

Manage access to offers

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

To let Administrators efficiently work with offers, you must assign roles and permissions to them and grant them access to specific offer types. As a result, each Administrator can focus on the offer types relevant to their role or responsibility. For example, one Administrator may review early-stage decisions, while another may be responsible for finalizing accepted offers.

Before you begin

To manage access to offers, your account must have the Superuser role or the administrators permission.

Manage access to programmes

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

To let Administrators efficiently work with the programme catalog, you must assign roles and permissions to them and grant them access to specific programmes.

Before you begin

To manage access to programmes, your account must have the Superuser role or the administrators permission.

Assign roles and permissions

Administrators require the Courses administrator role to work with programmes. This role grants a full set of permissions to set up the programme catalog and gives access to all related resources, including:

Manage access to scoresheets

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

You must assign roles and permissions to Administrators and grant them access to specific scoresheets.

Before you begin

To manage access to scoresheets, your account must have the Superuser role or the administrators permission.

Assign roles and permissions

Administrators require the Admissions administrator role to view and enter scores in applications. We recommend that you grant this role to all Administrators involved in the evaluation process.

To assign additional scoring tasks to Administrators, you can use the following permissions:

Manage Administrator accounts

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

You need to set up an Administrator account for each member of the admission team. Each Administrator must be granted appropriate roles, permissions and resource access policies.

Before you begin

To set up Administrator accounts, your account must have the Superuser role or the administrator permission.
To change the login email address for Administrator accounts, your account must have the Superuser role.

Administrators cannot assign privileges that exceed their own access level. They can grant only the roles, permissions and resource access that they personally possess.

Personalize the front page

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

You can add custom content to the portal front page, such as:

Guidelines for applicants
Application tips
Welcome and motivational messages

This information appears directly below the main banner and institution names on the DreamApply portal.

In addition to the front page, you can customize pages for individual institutions and programmes with custom content and imagery. For details, see Set up an institution profile and Prepare and publish programmes.

Before you begin

To personalize the front page, your account must have the Superuser role or the templates permission.

Set the institution time zone

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

To properly define the admission timeline, make sure the time zone in DreamApply is consistent with your institution’s time zone. If the time zone is set incorrectly, deadlines and scheduled events may appear inaccurately, leading to confusion for applicants and Administrators.

Before you begin

To configure time settings, your account must have the Superuser role or the instance permission.

Define the time zone

To set the time zone:

Set up AI prompts

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

In DreamApply, prompts are set up centrally by Administrators with high-level privileges. Admissions administrators can only run approved prompts on selected applications; they cannot create or modify prompts themselves.

Centralized prompt creation ensures flexible AI support and minimizes the risk of accidental data exposure or misuse of the AI.

Before you begin

To create prompts, your account must have the Superuser role or the ai-prompts permission.

Create prompts

To create a prompt:

Set up interview scenarios

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

Before inviting applicants to interviews, you need to set up interview scenarios. A scenario is a guided flow presented to applicants in a step-by-step wizard format. Scenarios allow you to create a structured assessment process: before moving to the next step, an applicant must complete the previous one.

Before you begin

To create interview scenarios, your account must have the Superuser role or the interviews-scenarios permission.

Create interview scenarios

To create an interview scenario:

Set up invoice templates

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

To ensure all invoices follow a consistent format and include accurate financial details, you need to set up invoice templates. Well-prepared invoice templates streamline the invoicing process and help institutions maintain its branding guidelines.

Before you begin

To set up invoice templates, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.

Define document types

You can define what types of financial documents your institution will use to support the invoicing process. Document types are specified in invoice templates, allowing institutions to accurately manage financial transactions. Common document types include invoices, proforma invoices, receipts and so on.

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.

Set up meeting locations

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

To make sure meetings are well-organized and fully equipped, you should configure meeting locations in DreamApply. DreamApply allows you to set up and manage the following location types:

Buildings: Institution spaces, complexes or centers where multiple meetings can be hosted simultaneously
Rooms: Individual locations within a building tailored to a specific meeting size and format

Adding a location to a meeting is optional. You can skip this step for virtual meetings or if you prefer to include all details in the meeting description.

Set up VAT rules

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

To follow local tax laws and correctly calculate the charges on invoices, you need to set up VAT (Value Added Tax) rules in DreamApply. When an invoice is created, DreamApply adds the VAT amount to the total fee and shows it as a separate line on all receipts and invoices generated by the system.

To define which VAT rate must be applied, DreamApply uses the territory hierarchy. It checks for a rate starting from the most specific territory and moves up to more general levels. For example:

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:

Specify institution details

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

When setting up institutions in DreamApply, you need to provide detailed information about your organization. Make sure the data you specify is comprehensive and accurate, as it will be used in:

DreamApply portal for applicants
Documents provided to applicants
Reports

Before you begin

To edit institution details, your account must have the Superuser role or the institutions permission.

Provide general information

You need to provide key information that defines your institution. If your organization operates in the multi-institution setup mode, make sure you enter accurate information for each institution within your organization.

Track button clicks with GTM

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

Each programme description page in DreamApply has the Share button that allows applicants to share the page link. Assume you want to track how many users click this button and on which programme pages these clicks occur.

To do this, we will integrate DreamApply with Google Tag Manager, set up a tag to capture this data and send it to Google Analytics for reporting.

Before you begin

Make sure your Administrator account in DreamApply has the Superuser role.
Make sure you have an account and container in Google Tag Manager. For details, see Create an account and container in the Google documentation.
Make sure you have an account and a data stream in Google Analytics. For details, see Add a data stream in the Google documentation.

Step 1. Integrate with Google Tag Manager

First, we need to connect DreamApply to Google Tag Manager.

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.

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.

Assign tasks

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

You can assign tasks in the following ways:

Through programmes
Using rules
Via the DreamApply API

Before you begin

To assign tasks through programmes, your account must have the Superuser role or the task-classes permission.
To set up automatic rules, your account must have the Superuser role or the rules permissions.

Assign tasks through programmes

You can select to assign tasks through programmes if you want to communicate programme-specific requirements to applicants.

Create Administrator roles

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

DreamApply comes with a set of built-in roles for admission team members. Depending on the needs of your institution, you can create new Administrator roles to control access levels.

If necessary, you can also customize security policy settings for built-in roles. However, the scope of permissions for built-in roles cannot be changed.

Before you begin

To set up Administrator accounts, your account must have the Superuser role or the administrator permission.

Exclude data from AI analysis

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

DreamApply allows you to control which application data and documents are shared with the LLM for AI processing. You can exclude data using:

Appforms
Rules

Before you begin

To manage appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To set up rules, your account must have the Superuser role or the rules permissions.
To manage consents, your account must have the Superuser role or the consents permission.

Exclude appform sections

You can mark specific sections in appforms as containing sensitive data. In this case, DreamApply automatically excludes these sections from being sent to the LLM for all prompts across the system.

Integrate with Google Tag Manager

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

Google Tag Manager is a tag management system that allows marketing teams to add and update analytics, advertising and conversion tracking codes without modifying the monitored website.

To integrate with Google Tag Manager, perform the following tasks:

Get the Container ID
Configure integration settings
Configure consent settings

Adding an external tag manager will necessarily cause foreign code to run within the DreamApply system. The use of such external code invalidates several key security assumptions, and DreamApply may no longer be able to safeguard the security of your data. Please be mindful of the tags that you add and make sure that the authors of those tags can be trusted. For details, see Integration disclaimer.

Before you begin

Make sure you have a Google Tag Manager account.
To integrate with DreamApply, your account must have the Superuser role or the instance permission.

Get the Container ID

You need to create a container for your DreamApply portal in Google Tag Manager and get a Container ID for it.

Integrate with Matomo Tag Manager

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

Matomo Tag Manager is a free, open-source tag management system that allows you to manage and deploy tracking codes, scripts and marketing tags on the monitored website without modifying it. Unlike Google Tag Manager, Matomo Tag Manager is privacy-focused and can be fully self-hosted, which gives organizations full control over their data and does not require them to share it with third parties.

Integrate with pagoPA

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

pagoPA is a public digital payment system designed to simplify electronic payments for Italian citizens and businesses. It is a standardized ecosystem governed by the Agency for Digital Italy, enabling seamless transactions between public administrations and various payment service providers (PSPs).

To integrate with pagoPA, DreamApply employs the pagoATENEI solution provided by Cineca to universities and research institutes.

To enable payments using pagoPA, perform the following tasks:

Obtain the pagoPA instance
Configure the pagoPA gateway

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

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.

Issue invoices

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

To provide applicants with official financial documents whenever they are required to pay fees or purchase additional services, institutions can generate invoices with DreamApply.

DreamApply supports two methods for issuing invoices:

Automated invoice issuing
Manual invoice issuing

Before you begin

To automate invoice generation and issue invoices manually, your account must have the Superuser or Accountant role or the accounting-view and accounting-edit permissions.

Automate invoice issuing

DreamApply can be set up to automatically generate invoices when predefined events occur, for example, an applicant makes an admission decision or purchases an additional service. This type of invoicing is recommended for standard, routine payments when immediate invoicing is needed without staff intervention.

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.

Prepare and publish programmes

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

Institutions must create, regularly review and update their catalog in DreamApply. This helps applicants make informed decisions and ensures a smooth admission process.

We recommend programme cloning as a primary method of catalog setup. First, create a few base programmes. Then duplicate them and adjust programme-specific fields such as title, department, appforms, fees and intakes.

Before you begin

To set up the programme catalog, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.

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:

Send activation requests

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

DreamApply offers two methods to send activation requests to ESSE3:

Automatic: DreamApply automatically triggers activation requests when specific events occur.
Manual: For more granular control, you can manually send activation requests for specific applications to ESSE3.

Send requests automatically

You can set up DreamApply to automatically send activation requests to ESSE when specific events occur in DreamApply.

In the main menu, under Automation, select Rules.
Below the rules list, click New rule and specify the rule name.
In the Trigger events section, select check boxes next to events that must trigger activation requests.
In the Action section, select the Send this application to be activated in Esse3 check box.
At the top of the form, click Save changes.

Send requests manually

You can review applications in DreamApply and manually send activation requests to ESSE3.

Set up departments

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

As part of the setup process, you can configure departments in DreamApply. Departments serve as primary organizational units or subdivisions within the institution. They represent specific disciplines or group related fields of study, such as Science, Art or Engineering.

Departments are optional in DreamApply and are used mostly for categorization purposes. If the administrative structure of your institution does not group by departments, you can skip this task.

To configure departments:

Set up offer types

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

To start working with offers, you need to define offer types. Offer types represent distinct stages in the admission workflow, starting from initial submission up to final decision.

DreamApply comes with a predefined set of offer types. These types are carefully designed to cover common review stages. If necessary, you can add your own offer types or customize existing types.

Avoid changing the original purpose of the default offer types. If your institution needs to introduce a new offer type, create a new type instead of modifying an existing one. Minor adjustments, like updating the type title, color and offer letter templates, are allowed and expected.

Before you begin

To set up offer types, your account must have the Superuser role.

Set up the academic calendar

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

To set up an academic year in DreamApply, start by cloning the previous year. When you clone a year, DreamApply automatically increments the year by one and copies the structure of the original year.

After cloning, you can adjust the calendar to reflect your academic requirements and structure. As part of this process, you can:

Select the term type
Add terms

Before you begin

To set up the academic calendar, your account must have the Superuser or Courses administrator role or the academic-terms permission.

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.

Subscribe to updates

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

To set up a webhook, you must create a journal, subscribe to the desired events and configure a webhook for that journal.

Before you begin

To set up webhooks, your account must have the Superuser role or the journal-edit, journal-view and api permissions.

Set up a webhook

To set up a webhook in DreamApply:

In the main menu, under Applications, select Journal.
At the bottom of the journal list, click New journal.

Track search terms with GTM

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

The Find programmes page in DreamApply includes a search box that allows applicants to search for programmes. You can track what users search for and analyze these terms in Google Analytics.

To do this, we will integrate DreamApply with Google Tag Manager, set up a tag to capture search terms from search interactions and send them to Google Analytics for reporting.

Before you begin

Make sure your Administrator account in DreamApply has the Superuser role.
Make sure you have an account and container in Google Tag Manager. For details, see Create an account and container in the Google documentation.
Make sure you have an account and a data stream in Google Analytics. For details, see Add a data stream in the Google documentation.

Step 1. Integrate with Google Tag Manager

First, we need to connect DreamApply to Google Tag Manager.

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:

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:

Confirm the right to be forgotten

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

When an applicant requests deletion of their account or DreamID, DreamApply does not immediately delete the applicant account. Instead, it creates a data deletion request that an Administrator must review and confirm.

Data deletion requests are displayed in the Data protection > Right to be forgotten section. Once an Administrator confirms the request, DreamApply schedules the permanent deletion. The account, along with all associated data and resources, is permanently removed within 24 hours during an overnight cleanup process.

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:

Create and assign additional appforms

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

To collect extra information in specific cases, you can create additional appforms and assign them to applications. DreamApply will merge sections of additional appforms with sections of the programme-specific appform and display a combined, unified structure to applicants.

Before you begin

To manage appforms, your account must have the Superuser or Courses administrator role or the appforms permission.
To edit programme settings, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.
To set up automatic rules, your account must have the Superuser role or the rules permissions.
To edit offer type settings, your account must have the Superuser role or the offer-view and offer-edit permissions.

Create additional appforms

In DreamApply, additional appforms are configured in the same way as programme-specific appforms but are not linked to programmes. For details, see Create programme-specific appforms.

Define territory requirements

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

In some cases, institutions may need to restrict access to specific programmes based on the applicant’s citizenship. These restrictions help institutions stay compliant with security policies, sanctions and funding conditions.

DreamApply offers two ways to manage territory requirements:

At the programme level
In bulk

Territory requirements are displayed on the programme page, in the Territory requirements section, and are applied based on the citizenship applicants select during application. If an applicant selects a citizenship associated with a denied territory, the following restrictions apply:

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.

Fathom Analytics

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

Fathom Analytics is a privacy-focused analytics platform that provides insights into web traffic without complex setups. Institutions can host their Fathom instances in the cloud or use the Fathom Lite version to deploy instances on-premise and gain full control over their data.

To integrate with Fathom Analytics, perform the following tasks:

Get the Fathom site ID
Configure integration settings

DreamApply does not require user consent to send data to Fathom Analytics. Fathom Analytics does not use cookies and collects aggregated, anonymous data that does not identify individual users.

How to set up Matomo tags

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

Follow this example to learn how to use Matomo Tag Manager with DreamApply to implement tracking scenarios.

Example

To do this, we will integrate DreamApply with Matomo Tag Manager, set up a tag to capture this data and send it to Matomo Analytics for reporting.

Integrate with HubSpot

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

DreamApply utilizes the HubSpot private apps to integrate with HubSpot. Private apps provide a secure way to connect to your HubSpot account using access tokens generated in the HubSpot portal.

During the export process, DreamApply sends the following data:

Email address
Full name
Location/citizenship
Phone number (if entered correctly with the country code)
Language preference (if available)
Registration date
DreamApply applicant ID
DreamApply applicant reference code
DreamApply applicant matriculation number

The exported data is registered as contact records in HubSpot and linked to a specific contact owner. To store DreamApply-specific information, such as applicant ID, citizenship and registration date, DreamApply creates custom properties in the contact record and displays them under the DreamApply information properties group.

Integrate with PayPal

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

PayPal is a widely used online payment system that enables individuals and businesses to manage money securely across the globe. Applicants can use PayPal to complete their payment using their:

PayPal accounts
Credit or debit cards

DreamApply uses the Classic API method employing the NVP (Name-Value Pair) and SOAP protocols to integrate with PayPal.

To enable payments using PayPal, perform the following tasks:

Obtain PayPal API credentials
Configure the PayPal gateway

Before you begin

To obtain your PayPal API credentials, set up a PayPal business account.
To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain PayPay API credentials

To connect DreamApply with PayPal, you need to generate NVP/SOAP API credentials within your PayPal Business account portal. For detailed instructions, see the PayPal documentation.

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:

Manage meeting registrations

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

DreamApply offers two options for registering to meetings:

Simple registration
Scheduled slots

Administrators can view and manage participant registrations: change the time slot or remove participants from the meeting. This capability can be helpful for managing high-demand meetings and events.

Before you begin

To view and manage meeting registrations, your account must have the Superuser role or the meetings-view, meetings-registrations-view and meetings-registrations-edit permissions.

Edit meeting registrations

To edit registrations for a meeting:

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.

Perform access audit

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

To keep your DreamApply instance secure, it is important to regularly perform user access reviews. DreamApply offers several tools that can help you identify potential issues and prevent unauthorized access:

Audit Administrator permissions
Review Administrator logins

Before you begin

To perform access audit, your account must have the Superuser role or the data-protection permission.

Audit Administrator permissions

The Audit Administrator permissions tool allows you to quickly review all assigned permissions in a single, easy-to-read table. Use it to quickly identify any discrepancies and irregularities and adjust access levels as needed.

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.

Resend events

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

DreamApply allows you to resend events to the webhook endpoint. Resending events can be useful in the following scenarios:

Some events were not delivered due to temporary failures
The webhook endpoint was unavailable
The webhook was paused and needs to catch up

You have the following options to resend events:

Rewind webhook events (for active webhooks)
Resume event sending (for paused webhooks)

Before you begin

To manage webhooks, your account must have the Superuser role or the journal-edit, journal-view and api permissions.

Run AI analysis

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

To analyze application data, you can run prepared AI prompts for selected applications.

AI Highlighter analyzes application data on the per-application basis. You can run a prompt in the following ways:

For individual applications
For a group of applications
Using rules

Before you begin

To analyze applications with AI, your account must have the Superuser or Admissions administrator role or the ai-inrefence, applications-view, applications-edit permissions.
To set up automatic rules, your account must have the Superuser role or the rules permissions.

Analyze individual applications

To analyze a single application:

Select the programme discovery mode

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

You can select the programme discovery mode for the DreamApply portal. The discovery mode defines:

How the programme catalog is presented to applicants
What navigation options are available
How applicants begin their admission journey

DreamApply offers the following programme discovery modes:

Search: This mode is intended for institutions with a broad programme catalog. It provides quick access to programmes through a search bar, filters and the Find programmes option in the portal menu.
Browse: This mode is intended for institutions with a small number of programmes and a structured catalog divided by programme types. This layout removes the search bar and filters from the front page. Applicants can navigate using the call-to-action button, option in the portal menu or use the Browse Programmes list on the front page.
Lite: This mode is intended for institutions with a small number of programmes who prefer a minimalistic layout. It provides a clean, focused view without a search bar or menu options.
Auto: In this mode, DreamApply automatically selects the most suitable layout based on the structure and volume of the institution’s programme catalog.

Discovery mode comparison

The table below describes which UI elements are available in each discovery mode.

Set conversion rules

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

To standardize scores from different grading systems into a uniform format, you can use conversions in DreamApply. Conversions ensure consistency in evaluation, regardless of the grading scale used.

DreamApply offers several conversion options:

Predefined rules for common academic and language tests like the ACT, GMAT, TOEFL and IELTS
Custom formulas
Custom lookup tables

Before you begin

To set up custom conversion formulas or lookup tables, your account must have the Superuser role or the scorers permission.

Set up an institution profile

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

To showcase your institution effectively, you can set up its profile. The profile information, along with general institution details, is displayed on the About us page in the DreamApply portal, giving prospective applicants a clear and engaging view of your institution.

Before you begin

To update an institution profile, your account must have the Superuser role or the institutions permission.

Edit a profile

To set up an institution profile:

Set up intakes

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

To define admission paths for applicants, you need to set up intakes in DreamApply. An intake defines the timeline, structure and key stages of the application process.

DreamApply lets you set up multiple intakes to accommodate different applicant categories. As a result, each category can have its clear and custom application track to follow.

You do not need to clone or create new intakes each year. Configure them to be reusable and give them neutral names that do not reference a specific year. This reduces annual setup work, as you only need to update the intake deadlines when a new cycle begins.

Set up offer quotas

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

To limit the number of offers made to applicants, you can set up offer quotas.

An offer quota defines the maximum number of available places based on certain conditions. When an applicant meets the quota criteria, DreamApply automatically reserves a place within that quota. These reservations are recorded internally for Administrators and are not visible to applicants.

Each quota is linked to a specific academic term and offer type. DreamApply consistently enforces quotas, no matter how offers are made — manually by Administrators or through the auto-selection tool.

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.

Track application events

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

Assume you want to track the number of created, submitted and withdrawn applications in Google Analytics. You want to leverage the information about events pushed to the data layer by DreamApply.

To do this, we will integrate DreamApply with Google Tag Manager, set up a tag to capture these events and present them as a report in Google Analytics.

Before you begin

Make sure your Administrator account in DreamApply has the Superuser role.
Make sure you have an account and container in Google Tag Manager. For details, see Create an account and container in the Google documentation.
Make sure you have an account and a data stream in Google Analytics. For details, see Add a data stream in the Google documentation.

Step 1. Integrate with Google Tag Manager

First, we need to connect DreamApply to Google Tag Manager.

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.

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.

Customize meeting notifications

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

DreamApply automatically sends notifications with meeting details when participants register for simple registration or scheduled slot meetings or unregister from them. These notifications are accessible in the Messages view of the Applicant portal and delivered as emails to participants.

You can customize these messages through templates to tailor the content to your tone and specific requirements. Message templates can include personalized details such as the participant’s name and event-specific details, ensuring clear and professional communication.

Define application form settings

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

To collect programme-specific information from applicants, you can configure application form settings at the programme level. This may be useful when a programme requires information not covered by programme-specific or additional appforms.

When these settings are enabled, DreamApply modifies the application edit page to include additional fields or sections based on the programme requirements, such as references, motivation letters and portfolios.

Each programme in the catalog can have its own configuration. As a result, the application edit page may vary depending on the selected programmes, and applicants will need to submit information specific to the requirements of these programmes.

Define evaluation criteria

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

You can define evaluation criteria that determine how scores from various inputs are weighted and final scores are calculated.

Using criteria is the recommended method for managing scoresheet assignments and calculating final results. By using criteria, you can:

Define a clear evaluation model: Outline how different scores contribute to the final result.
Implement a programme-specific approach: Link criteria to programmes to align with their unique requirements.
Avoid incomplete evaluations: DreamApply automatically adds applications to the relevant scoresheets required by the criteria. This ensures all necessary scores are included in the final calculation.

Before you begin

To define criteria, your account must have the Superuser role or the scorers permission.

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.

Group applications

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

In DreamApply, each application is filed under a specific academic term. You can choose to group applications by additional criteria such as institution, department or programme.

Before you begin

To configure application settings, your account must have the Superuser role or the instance permission.

Define grouping settings

To group applications:

In the main menu, under System, select Settings.
In the left menu, select Application settings.
Under Application grouping, choose how applications must be grouped.

Integrate with Mailchimp

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

You can integrate DreamApply with Mailchimp to export applicant data. DreamApply sends the following data:

Email address
Full name
Location/citizenship
Trackers as Mailchimp tags

The exported data is registered as contact records in Mailchimp and placed into the selected audience.

To export applicant data, perform the following tasks:

Verify the Mailchimp audience settings
Obtain an API key
Configure integration settings

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the integrations permission.

Integrate with Posnet

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

DreamApply can be integrated with Posnet by YapiKredi. To enable payments using Posnet, perform the following tasks:

Obtain the Posnet API credentials
Configure the Posnet gateway

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain the Posnet API credentials

To start using Posnet with DreamApply, you need to obtain the following Posnet API credentials:

Merchant ID: A 10 digit Yapı Kredi Bank merchant number
Terminal ID: A 8 digits Yapı Kredi Bank merchant terminal number
Posnet ID: An up to 16 digits Yapı Kredi Bank merchant Posnet number used in 3D Secure encryption transactions
Encryption Key: An encryption key used to sign payment requests

API credentials are provided by YapiKredi as part of the onboarding process. To obtain them, visit the YapiKredi website and submit a merchant application request.

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

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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

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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

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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.

Plausible

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Plausible is an easy to use and privacy-friendly analytics platform made and hosted in the EU, powered by European-owned infrastructure. Institutions can host their Plausible instances in the cloud or deploy them on-premise to gain full control over their data.

To integrate with Plausible, perform the following tasks:

Create a Plausible site
Configure integration settings

DreamApply does not require user consent to send data to Plausible. Plausible does not use cookies and collects aggregated, anonymous data that does not identify individual users.

Promote tables

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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:

Recover data

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When an Administrator confirms a request to delete an account or purge application data, DreamApply flags that data for deletion. The flagged data is permanently deleted within 24 hours during an overnight cleanup process.

Before the cleanup process begins, Administrators can recover flagged data. Restoring the data immediately reactivates all associated resources and information and makes it available in the system as if no deletion request has been submitted.

Before you begin

To recover applicant data, your account must have the Superuser role or the data-protection permission.

Select the institution discovery mode

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If your institution uses the multi-institution setup, DreamApply automatically displays a list of institutions on the front page, right below the main banner. This list allows applicants to easily browse institutions within your organization.

To customize how this list appears, you can select the institution discovery mode. DreamApply offers the following modes:

Alphabetic list: Institutions appear in alphabetical order.
Randomized list: Institutions appear in a random order each time the page is loaded.
Randomized list: Institution logos appear in a random order as a grid each time the page is loaded. Additionally, DreamApply displays the Show all institutions button that takes applicants to the Institutions page.
Lite: DreamApply displays the Show all institutions button that takes applicants to the Institutions page.
Auto: In this mode, DreamApply automatically selects the most suitable layout based on the number of institutions in your organization.

Before you begin

To adjust institution discovery, your account must have the Superuser role or the instance permission.

Share-based access

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In DreamApply, Administrators can use links shares to give external parties access to resources without requiring them to create an account. Link sharing can be useful in scenarios when it is necessary to share or distribute resources for a limited time. For example, an Administrator may share an application with a reviewer involved in applicant evaluation.

Links shares can be used for the following resources:

Applications
Scoresheets
Tables
Invoices (legacy sharing is used)

Administrators can share resources via an email address or by copying a shareable link to send to a recipient. Each share is assigned an expiry date.

View AI processing statistics

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AI Highlighter logs all AI responses and processing activities. You can:

Track AI processing statistics
Review AI outputs
Detect errors that occurred during AI data processing

To view the AI statistics, in the main menu, under AI highlighter, select Highlights.

AI Highlighter automatically detects and logs several types of errors that may occur during AI data processing:

Missing data: The LLM was unable to generate a response due to insufficient information in the provided context materials
Prompt injection: A request was blocked because the prompt attempted to override the initial instructions (a security measure, may occur if a third-party attacker tried to inject malicious instructions into the prompt)
Confusing prompt: The instructions provided in the prompt were contradictory or unclear
Defer to human: The prompt task violated ethical policies or core AI directives; the response requires human review
Other reasons: A generic processing error occurred

To view a list of errors, use the AI highlighter > Statuses category in filters.

View purge logs

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

To support system audits and internal accountability, DreamApply provides data purge logs. Purge logs allow you to monitor who initiated a data removal action and track details of each deletion, including:

Purged resource
ID and creation date
Deletion request and actual data deletion dates

Before you begin

To view purge logs, your account must have the Superuser role or the data-protection permission.

Access logs

To view purge logs, under Data protection, select Data purge logs.

Application withdrawal

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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.

Collect applicant consents

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

To meet regulatory, legal and institutional requirements, institutions can define and manage applicant consents in DreamApply. Applicant consents are used to fulfil obligations related to the processing of personal data, including:

General Data Protection Regulation (GDPR)
ePrivacy regulations
National legislation
Internal institutional rules

Applicant consents are displayed as check boxes on the registration page. They guarantee that applicants are clearly informed how their data is used and have the opportunity to accept or reject specific terms and conditions.

Define the SEO settings

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DreamApply allows you to control how search engines discover and index your portal content and how automated agents interact with it.

You can configure the following search engine settings:

Sitemap configuration
robots.txt configuration

Before you begin

To define SEO settings, your account must have the Superuser role or the instance permission.

Configure sitemap settings

A sitemap helps search engines understand which programmes you offer and improves their discoverability.

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.

Integrate with MailerLite Classic

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

You can integrate DreamApply with MailerLite Classic to export applicant data. DreamApply sends the following data:

Email address
Full name
Location/citizenship

The exported data is registered as subscriber records in MailerLite and placed into the selected group.

To export applicant data, perform the following tasks:

Obtain an API token
Configure integration settings

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the integrations permission.

Integrate with SimplePay

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SimplePay is an online payment platform that allows businesses to accept payments via debit and credit cards. SimplePay is widely used by Hungarian businesses to process e-commerce payments.

To enable payments using SimplePay, perform the following tasks:

Obtain the SimplePay API credentials
Configure the SimplePay gateway
Configure IPN settings

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain the SimplePay API credentials

To start using SimplePay with DreamApply, you need to obtain the following SimplePay API credentials:

Remove programmes from the catalog

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To remove a programme from the catalog, you can change its status to:

Archived: The programme is inactive but kept for historical records
Closed: The programme is no longer accepting applications

To maintain data accuracy, DreamApply keeps all programme data, even after a programme is archived or closed. Closed programmes are not deleted from the catalog. Institutions can re-open and update them at any time.

Before you begin

To change the programme status, your account must have the Superuser or Courses administrator role or the courses-view and courses-edit permissions.

Retain or delete invoices

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

In some situations, institutions may need to delete applicants and their data from DreamApply — either when applicants execute their right to be forgotten or due to an administrative decision. DreamApply offers two options for handling invoices issued to these applicants:

Preserve invoices
Delete invoices with other applicant data

DreamApply never deletes invoices that have been fully or partially paid. If any amount has been collected, the invoice is automatically preserved and stored as a detached record in the system.

Preserve invoices

Typically, institutions need to keep invoices for financial reporting and auditing, even after an applicant record linked to these invoices is deleted.

Simple Analytics

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Simple Analytics is a privacy-first analytics platform based and hosted in the EU.

To integrate with Simple Analytics, perform the following tasks:

Create a Simple Analytics site
Configure integration settings

DreamApply does not require user consent to send data to Simple Analytics. Simple Analytics does not use cookies and collects aggregated, anonymous data that does not identify individual users.

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the instance permission.

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:

Configure outgoing email settings

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

You can configure the following outgoing email settings in DreamApply:

Messaging mode: Select to use the regular or two-way messaging mode
Sender details:
- From name: The display name shown to the recipient as the sender.
- From email: The email address specified in the Reply-to field. If an applicant replies to the email, the reply will be sent to this address.

The actual sender email address is system-generated and cannot be changed. Using arbitrary email addresses in the From field is not allowed. For details, see How transactional emails work and Types of emails.

Before you begin

To define email settings, your account must have the Superuser role or the instance permission.

Integrate with Microsoft Dynamics 365

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

DreamApply utilizes the Microsoft Dynamics 365 Customer Engagement Web API to integrate with Microsoft Dynamics 365.

During the export process, DreamApply can send the following data:

Applicant data: ID, name, first name, last name, email, phone, registration date, citizenship, reference and matriculation
Lead data: Lead stage and stage change date
Programme data: Programme IDs
Academic term data: Name, year, type and start date
Dates: Dates and UTC dates values

The exported data is registered as lead records in Microsoft Dynamics 365 and linked to a specific contact owner. You can map DreamApply applicant fields to corresponding fields of Microsoft Dynamics 365 records.

Integrate with Stripe

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

Stripe is a financial platform that allows businesses to accept payments and handle financial operations over the internet.

To enable payments using Stripe, perform the following tasks:

Obtain a Stripe API key
Subscribe to Stripe checkout events
Configure the Stripe gateway
Define payment methods
Confirm event delivery

Before you begin

To obtain a Stripe API key, sign up and create a Stripe account.
To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain a Stripe API key

To connect DreamApply with Stripe, you need to create and copy a secret API key in your Stripe Dashboard. For detailed instructions, see the Stripe documentation.

Manage cookies

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When users access the DreamApply portal for the first time or after cleaning their browser cookies, DreamApply displays the cookie consent window. The window informs about the cookies that the system uses and allows users to grant their consent for data collection.

You can customize the cookie consent experience to ensure only necessary data is gathered. DreamApply offers the following options:

Implied consent: DreamApply displays an informative message about cookies at the bottom of the Confirm your citizenship window displayed to first-time visitors. When users set their citizenship, DreamApply assumes the consent is granted and it is allowed to send all marketing cookies.
Polite bar: DreamApply displays a consent bar at the bottom of the page. Users can accept all cookies or customize their settings.
Assertive dialog: DreamApply displays a consent window in the center of the page. Users can accept all cookies or customize their settings.

Users can change cookie settings at any moment using their browser.

System-wide notices

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You can set up system-wide notices in the DreamApply portal. System-wide notices provide a way to broadcast important updates, system changes and operational alerts that need to be clearly visible to all relevant users.

System-wide notices can be targeted at specific user roles, such as Administrators, Advisors or applicants. When enabled, a notice appears as a warning bar at the top of the portal and is displayed to users when they log in.

Use letterheads

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Your institution may need to send various types of confirmation letters to applicants at different stages of the admission process. These can include:

Official offer letters
Housing confirmations
Visa support letters
Financial and quotation letters

To ensure all official letters are consistent and compliant with your documentation policies, you can use letterhead templates in DreamApply.

Letterhead templates standardize the letter look and feel, including branding, layout and document text. They can also contain content markers, like the applicant’s name, programme and department, that are automatically replaced with actual data when the letter is generated.

Customize email templates

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You can tailor the design, branding and content of transactional emails to match your institution identity and deliver the right message.

Customization options depend on the type of transactional emails. For authentication-related emails and emails sent to other parties, customization options are limited to email branding.

Before you begin

To customize email settings, your account must have the Superuser role or the following permissions:

instance permission to customize email branding
templates permission to customize email content
task-classes permission to customize task templates

Customize email branding

To adjust the logo and color scheme for transactional emails:

Define registration settings

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You can customize the applicant registration process to make sure it meets the needs of your institution. In particular, you can allow applicants to define their types while registering and specify what information you want to collect.

Before you begin

To customize the registration settings, your account must have the Superuser role or the instance permission.

Adjust the registration page settings

To adjust the applicant registration process:

In the main menu, under System, select Settings.
In the Registration page settings section, under Applicants types, define the types applicants can choose while registering.
Specify if you want to display the Mobile phone and Reference code fields on the registration page.
At the top of the form, click Save changes.

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:

Integrate with Salesforce

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

DreamApply utilizes the Connected apps framework to integrate with Salesforce. This framework allows external systems to securely connect and access Salesforce data using standard authentication and authorization methods.

During the export process, DreamApply can send the following data:

Applicant data: ID, name, first name, last name, email, phone, registration date, citizenship, reference and matriculation
Lead data: Lead stage and stage change date
Programme data: Programme IDs
Academic term data: Name, year, type and start date
Dates: Dates and UTC dates values

The exported data is registered as lead records in Salesforce and linked to a specific contact owner. You can map DreamApply applicant fields to corresponding fields of Salesforce records.

Integrate with TransferMate

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

TransferMate is a global international platform that allows institutions to securely collect and process payments. To enable payments using TransferMate, perform the following tasks:

Obtain the TransferMate API credentials
Configure the TransferMate gateway

Before you begin

To integrate with DreamApply, your account must have the Superuser role or the accounting-gateways permission.

Obtain the TransferMate API credentials

To start using TransferMate with DreamApply, you need to obtain the following TransferMate API credentials:

Use channels

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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.

Integrate with a custom payment gateway

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Custom payment gateways are intended for in-house payment solutions. You can use them if you want to initiate the payment process in DreamApply and use your own platform to manage the entire payment flow.

How custom gateways work

DreamApply performs payment processing over a custom gateway in the following way:

The institution sets up a custom payment gateway in DreamApply. During setup, they provide a URL where applicants are redirected when they click the payment button on financial documents. The URL must include a token variable — token=$token — to pass payment details to the gateway.

Send applicant data

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

You can configure DreamApply to send applicant data to connected systems in the following ways:

Automatically
Through rules
Manually

Automatically send applicant data

You can set up DreamApply to automatically send new applicant data to a connected system. To do this, enable the Update applicant records automatically option and select a contact owner or group/audience to which exported records must be linked or placed.

With this option enabled, DreamApply will continuously scan for new applicants who register themselves, are registered by an Advisor or are collected through the Import tool. When a new record is detected, DreamApply will send its data to the connected system. The data transfer is triggered by specific journal events such as:

Monitor data export

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When you initiate data export, DreamApply creates a separate job for each applicant record to process. You can monitor the export progress and check for any failures.

To view the list of created jobs, in the integrations list, to the right of the integration gateway, click the wrench icon and select Jobs.
To view the list of failures and their details, in the integrations list, to the right of the integration gateway, click the wrench icon and select Failures.

Failure types

DreamApply can report two types of failures during data transfer: