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Features

Application tracking: every university application, its stage and its deadline

Keep track of every university application your students make: how far it has got, when it is due and what it still needs.

What it is

In short

A list of every university application you are handling. Each application is its own item, with the university, the programme, the deadline and its stage, from draft to enrolled. You see it on the student's page, and on one board with every student's applications, where you drag an application from one stage to the next.

How it works

  1. Step 01

    Add an application to a student

    Choose the university, country, programme, the platform it goes through (UCAS, Common App, direct or other) and the deadline.

  1. Step 02

    Move it along

    Drag it on the board as it goes from draft to submitted, offer, accepted and enrolled.

  1. Step 03

    Keep notes on it

    Calls with the admissions office, portal quirks, reference numbers, conditions: all on the application, not in your inbox.

  1. Step 04

    Watch the deadline

    It appears on the same calendar as your meetings.

What you can do with it

  • See all of one student's applications at once. A student can have as many as they need.
  • See every application at one stage, for example everything still in draft this month.
  • Filter by country, university or platform, for example every Netherlands application still in draft.
  • Give each application one named owner, so it is always clear who is chasing it.

The stages

The ready-made application stages
StageWhat it means
DraftBeing prepared. Documents gathered, essay drafted, deadline written down.
SubmittedSent to the university.
OfferThe university has made an offer.
RejectedUnsuccessful. Kept, not deleted.
AcceptedThe student has accepted the offer.
EnrolledThe student has a place. This tells you whether the year went well.
The ready-made application stages

Rename, reorder or replace the stages in Settings, where you also set the student stages, meeting types and payment methods. Keep the list short: a board with twelve stages stops being updated by November.

Documents for each application

Universities ask for different things: a certified translation, an English transcript, two references instead of one. Keeping the list of what each application needs on the application means you spot it in October, not in deadline week. The documents themselves sit on the student's page, so every application can use them.

One owner for each application

Each application has one named person responsible. An application owned by "the team" is one nobody chases. On Premium, team members are added at €49.99 each.

A simple weekly check

  1. Show the applications in draft with a deadline in the next six weeks. That is the week's work.
  2. Check what each one still needs. Six weeks is enough time for almost any document, so anything missing can still be fixed.
  3. Look at applications waiting for a decision that you should chase.

How to plan backwards from a deadline is in managing documents and deadlines.

Drag an application between stages

The demo is the real software with sample applications and deadlines.

Try the demoStudent management

Related pages

Frequently asked questions

Can one student have several university applications?

Yes. Each application is its own item with its own university, stage, deadline and documents.

Does EduCRM connect to UCAS or Common App?

No, you still submit through each university's portal. But every application records which platform it uses (UCAS, Common App, direct or other), so you can filter by platform.

Do application deadlines appear on the calendar?

Yes, on the same calendar as your meetings and follow-ups, by day, week or month, and you can drag them to a new date.