Administration
Reviewing Applications

Reviewing Interest Forms

Who can do this:Super AdminDirectorCase Manager

Goal: Review and process interest form submissions from the public /apply page.

When a prospective student fills out the interest form (via a QR invite or direct link), their submission lands in the Interest Forms queue for review. The page is labeled "Interest Forms" in the navigation and UI.

Applications queue (light theme)

Viewing Pending Applications

  1. Click Interest Forms in the sidebar under Admin
  2. The queue shows all pending applications with:
    • Applicant name
    • Submission date
    • Source — which QR invite / referral link they came from
    • Location — which location they're interested in
    • Status — Pending, Approved, Denied

Reviewing an Application

  1. Click on an application to open the full details
  2. Review the information:
    • Name, contact info, date of birth
    • Education background
    • Preferred location
    • How they heard about the program (referral source)
    • Any notes or questions they included
  3. Decide: Approve or Deny

Approving

  1. Click Approve
  2. Choose what happens next:
    • Create student record — immediately creates a student in VoTech with the application data pre-filled, ready for full enrollment
    • Approve only — marks as approved; enrollment happens later manually
  3. The applicant receives a notification that their application was accepted

Denying

  1. Click Deny
  2. Enter a reason (internal — not shown to applicant)
  3. Optionally send a notification to the applicant
ℹ️ NOTE:

Denying an application doesn't prevent the person from applying again later. It just closes this specific application.

From Application to Enrollment

The typical flow:

  1. Person scans QR code → fills out /apply form
  2. Application appears in the queue
  3. Super Admin reviews and approves
  4. A partial student record is created from the application data
  5. A Case Manager completes the full enrollment wizard with the remaining fields
✅ TIP:

When approving, use the "Create student record" option to save time. The application data auto-fills the enrollment wizard's first two steps (Basic Info and Contact).

Tips & Common Mistakes

⚠️ WARNING:

Check the Applications queue regularly — at least weekly. A student who applied and doesn't hear back may lose interest or find another program.

✅ TIP:

Cross-reference new applications with existing students. If someone applies who was previously enrolled (and is now Inactive), reactivate their existing record instead of creating a duplicate.

Related Guides

User ManagementBackup, Audit & System Settings