OpenApply places each person on a roster (Enquiries, Applicants, Students or Alumni) based on their status, and moves them as the status changes. Parents are listed separately on the Families roster. You can rename statuses at Settings > Admissions > Status & Notification, but you cannot add or remove them.
For admins who want to know what each status means, which roster it puts a person on, and how to check parent notification settings.
Rosters
As an admin, you see these rosters in the left-hand panel: Enquiries, Applicants, Students, Families and Alumni. Each person is on one roster depending on their current status, and moves between rosters as their status changes.
Default applicant statuses
OpenApply uses a fixed set of system statuses. You cannot remove them or add new ones, but you can rename them to match your school's terms (for example, rename Admitted to Place Offered) at Settings > Admissions > Status & Notification. Renaming changes only the label, not how the status works.
| Status | Meaning | Roster |
|---|---|---|
| Pending | Has shown interest but not submitted a full application. | Enquiries |
| Applied | Has submitted the application form. | Applicants |
| Admitted | Offered a place, waiting for the family to accept. | Applicants |
| Declined | Application declined because of fit, space or other reasons. | Applicants |
| Wait-listed | Qualifies but is waiting for a place. | Applicants |
| Enrolled | Has accepted the offer and is a current student. | Students |
| Withdrawn | Left before completing their programme. | Alumni (profile archived) |
| Graduated | Completed their education at the school. | Alumni (profile archived) |
Pending changes to Applied automatically when the application form is submitted. Admitted can change to Enrolled automatically if your school uses the standard Enrolment form, which is enabled on request. An admin must make all other status changes, such as Declined, Enrolled or Withdrawn, manually.
What each roster holds
- Enquiries: everyone with a Pending status. This includes people who submitted an enquiry form, booked a tour or event, or started but did not finish the application form.
- Applicants: people who have applied but not enrolled (Applied, Admitted, Declined and Wait-listed). Applicants move here automatically when their status becomes Applied.
- Students: when an applicant accepts an offer and your school considers them a current student, update their status to Enrolled. They then move to the Students roster.
- Alumni: when a student graduates or leaves, update their status to Graduated or Withdrawn. This moves them to the Alumni roster automatically and archives their profile.
Families roster
The Families roster lists parent contacts, grouped by family.
Each entry shows the parent names and up to three icons:
| Icon | Meaning |
|---|---|
| Key | The parent's account is activated. Accounts are activated automatically when created, so you do not need to do anything. |
| Check mark | The parent's email address is verified. |
| Envelope | Receive Notifications is enabled. If it is disabled, the parent does not receive any emails or messages sent from OpenApply. |
Before you send bulk messages, check that notifications are enabled for all parents. Select all parents and select Enable Notifications to turn them on in bulk. This does not affect parents who already have notifications enabled.
Parent notification settings
Receive Notifications is enabled for all parents by default. It may be disabled in these cases:
-
Your school adds an opt-out checkbox to a form such as the Register of Interest, application form or event registration. Without this checkbox, parents cannot change the setting themselves.
-
An admin enables or disables notifications for a parent from the student profile. You can do this at any time.
Parent accounts were created by data import. The setting may be disabled by default.