Every university application is its own record, with its own stage, deadline, documents and owner. It sits on the student's file and on a board across your whole caseload.
How application tracking works
In short
Each application is a separate record with its own stage, deadline, documents and owner. It appears on the student's file and on a drag-and-drop board across every student, so "where is this student up to?" and "what is in preparation this month?" are both one filter.
Application stages
Six stages ship by default. Rename, reorder or replace them in Settings:
| Stage | What it means |
|---|---|
| Draft | Being prepared. Documents gathered, essay drafted, deadline recorded. |
| Submitted | Sent to the university. |
| Offer | An offer has been made. |
| Rejected | Unsuccessful. Kept, not deleted. |
| Accepted | The student has accepted the offer. |
| Enrolled | Placed. The stage that tells you whether the year worked. |
Add a shortlisted or decision pending stage if you need one, but keep the list short. Boards with twelve stages stop being updated by November.
Deadlines
Deadlines land on the same calendar as sessions and follow-ups, in day, week and month views, drag to reschedule, colour-coded by student. A second calendar is the one nobody opens.
What prevents late submissions is scheduling backwards from the deadline through everything that waits on someone else: school offices, referees, translators, test boards. The method is in managing documents and deadlines.
Documents per application
Universities disagree about what they want: a certified translation, an English transcript, two references instead of one. Keeping the checklist on the application rather than the student surfaces that in October, not deadline week. Documents themselves sit on the student record, so every application can reach them.
One owner per application
Each application has one named owner. One owned by "the team" is one nobody chases. On Premium, team members are added at €49.99 each.
Notes and progress
Contact with an admissions office, a portal quirk, a reference number, a conditional requirement: all on the application, not in an inbox. That is what makes cover possible.
Several applications per student
Assumed, not just supported. A student can have as many open applications as they need. Open the student to see all of theirs, or the board to see everyone's at a given stage.
Each record holds the university, country, programme, submission platform (UCAS, Common App, Direct or Other), stage, deadline and notes. So "every Netherlands application still in draft" is a filter, not a memory exercise.
The weekly review this enables
- Filter to in preparation with a deadline inside six weeks. That is the week's work.
- Check each document list. Six weeks beats almost every external turnaround, so anything missing can still be fixed.
- Look at decision pending records past their chase date.
Drag an application between stages
The demo is the live software with sample applications and deadlines.
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Read moreFrequently asked questions
Can one student have several university applications?
Yes. Each application is its own record with its own university, stage, deadline and documents. There is no single status on the student that they all have to agree with.
Does EduCRM integrate with UCAS or Common App?
No API integration, so you still submit through each portal. But every application records which platform it uses (UCAS, Common App, Direct or Other), so you can filter your caseload by platform.
Do application deadlines appear on the calendar?
Yes, on the same calendar as sessions and follow-ups, with day, week and month views and drag-to-reschedule.