The Draft Applications page allows you to view and manage application forms currently in progress. You can use this area to track student progress, communicate with families while their forms are pending, or force-submit applications when necessary.
đź’ˇQuick Answers
- How do I force-submit an application? Find the student in the Draft Applications list and click the Submit Form button in the far right column (available for forms in "Pending Payment" status).
- Can I edit a submitted application? Schools cannot reopen submitted applications without the help of the support team; however, most typos and grade/term changes can be fixed directly on the student record without a reopen.
- How do I email a draft applicant? Select the checkbox next to the student's name on the Draft Applications page, click the Communicate menu, and select Send Email.
- What is the difference between Draft and Pending Payment? Draft means the family is still filling out pages; Pending Payment means they have reached the final payment page but haven't paid yet.
In this Article
- Access the Draft Applications Page
- Understand & Sort Draft Application Columns
- Action Menus on the Draft Applications Page
- When a Family Needs to Edit a Submitted Application
Access the Draft Applications Page
There are two ways to access the Draft Applications page:
- Navigate to your Admissions tab > Forms > Draft Applications.
- Click on your Username menu in the upper right > Forms to Import > Draft Applications.
Understand & Sort Draft Application Columns
Once you are on the Draft Applications page, you will see a list of all students who have an application in progress, and the following columns will be displayed. You can click on the column headers to sort by that column (in ascending or descending order). By default, the page is ordered alphabetically by Name on Form (i.e., student name).
Name on Form: The name of the student as entered on the Application Form.Â
- You can click the student's name to preview the application form and see what the family has filled out so far.Â
- If you have any draft applications in the list without a name in this column, this means that the family started the application form but has not yet filled in the student name field.
Form Type: Displays the form type, which is Application.
Status: Displays the current status of the application, which will be one of the following:
- Draft: The application form is in progress, and the parent/guardian clicked on Save and Finish Later on any page before the application fee payment page.
- Pending Payment: The parent/guardian has completed all of the pages of the application form and is on the application fee payment page, but has not yet submitted their payment. When draft applications are pending payment, you will see the option to force submit the form on the admin side. See the information on Submit Form functionality below for more details.
Start Date: The date that the application form was started in the Parent Portal.
Last Updated Date: The date that the application form was last accessed and updated in the Parent Portal.
Apply Grade: The apply grade for the student as entered on the application form.
Apply Year: The apply year (term) for the student as entered on the application form.
User Name: The name associated with the Parent Portal account used to start the form.
User Email: The email associated with the Parent Portal account used to start the form. This email can be used for communications. This is also helpful if the parent hasn't yet entered their personal email in the form.
Submit Form: A Submit Form button will appear in this column only for applications that are in the Pending Payment status. This means that the parent/guardian saved on the application fee payment page, but did not yet complete the payment.Â
- As an admin/user, you can click on the Submit Form button to force submit the application. This is a useful tool when you're working with families who are planning to pay the application fee via any method that isn’t listed on the application fee page, or when you want to waive the application fee for a family on an individual basis.Â
- Once you submit the form, you will need to mark the application fee checklist item complete from their contact record.
Action Menus on the Draft Applications Page
To communicate and interact with your draft applicants, select contacts in bulk or individually by marking the checkboxes next to each name along the left. This will activate your bulk actions in the upper right of the page.
Communicate Menu
Within the Communicate Menu, you have access to the Send Email action, which allows you to send an email to the parent/guardian using the email on their Parent Portal account (i.e., the email listed in the User Email column). Please note that this may be different from the email they list as their contact email on the application form itself.
Custom email templates will not be available to choose from when sending an email from the Draft Applications page; however, you can copy and paste them in, and your custom formatting will be maintained.
Edit Menu
Within the Edit Menu, you have access to two actions, as described below:
- Export to CSV: Use this action to export all information from the draft application forms to a CSV file. This provides an opportunity to work with the data while it's pending to be brought into the system so that you can track your touch points with families and make notes.
- Delete Application(s): This will permanently delete the selected draft application(s) from the system. You will be asked to confirm the action once you make this selection. This action is permanent and cannot be reversed.
When a Family Needs to Edit a Submitted Application
Once an application is submitted, the form itself is locked. Only the Finalsite Enrollment support team can revert a submitted application back to draft status. However, many of the reasons families ask for a reopen can be handled by your school without contacting support. Walk through the list below before you submit a reopen request; it's often faster for you and the family.
Before You Contact Support, Try These First
| If The Family Needs To... | Do This |
| Correct a student or parent name (typo, missing middle name, misspelling). | Edit name fields directly on the Personal tab of the contact record by clicking the Edit Fields button; no reopen is needed. Visit the article "Contact Record- Personal Tab" to learn more. |
| Update demographic, contact, or other information. | Edit addresses, phone numbers, or emails directly on the contact record. Click Edit Field > update the field > Save. No reopen required. If you are not seeing a specific field on the student record, you may need to update the field’s Contact Layout to make it visible. |
| Change the student’s term. | Use Change Current Term on the contact record's Edit menu to Move the student to the correct term. See the "Change Current Term: Move to New Term" section of "Copying/Moving vs. Student Rollover" for the full steps. |
| Change the student’s grade. | If the student is in the right term but the wrong grade, open the Edit menu on their contact record and hover over Change Grade for XXXX-XXXX to choose the correct grade. |
| Find a “missing” draft. | Ensure the parent is logged in with the exact email address used to start the form. Visit the article "Helping a Parent Find and Resume Their Draft Application" for more helpful tips. |
| Submit a form stuck in “Pending Payment.” | Use the Submit Form button described in the “Understand & Sort Draft Application Columns” section above to force-submit from the Draft Applications page. This is your fastest path, and doesn't require support. Please note that this will waive the application fee. |
| Reopen an AdHoc/non-application form. | You do not need to contact support for AdHoc/non-application forms. On the student’s checklist, uncheck the completed form item to return it to draft status so the parent can edit and resubmit. Full detail: "Online Forms- Parent Experience." |
If None of the Above Apply: Request a Reopen from Support
If you've checked the list above and the family still needs the application reverted to draft (for example, to change the applicant's answers to application questions or other fields that drive form logic), submit a request to the Finalsite Enrollment support team.
Include all of the following in your request so we can complete the reopen in one touch:
- Student's full name (as entered on the application).
- Apply grade.
- Apply year (term).
- Parent Portal account email used to start the form.
Once the application is back in draft status, it will appear on the family’s Parent Portal account and the Draft Applications page for the school (if editing on their behalf) to complete and resubmit.
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