Applicant AI Summary gives admissions staff a short overview of an applicant in one click. Ask us to switch it on, give staff access, then select Open Summary in the new profile view.
Overview
The Applicant AI Summary provides admissions officers with a concise overview of an applicant's profile without requiring them to navigate through multiple tabs.
When an applicant profile is opened, users can generate an AI-powered summary that reviews the applicant's information across multiple profile sections and presents the results in a single summary card. This enables admissions officers to quickly identify which information has been completed and which fields are still missing, making the initial application review significantly more efficient.
Why use Applicant AI Summary?
During peak admissions season, schools may receive approximately 40 applications per day. Initial application screening can take 5–10 hours daily, as key information such as academic records, checklist items, CRM notes, sibling information, and other profile data is often distributed across multiple sections of the applicant profile.
Applicant AI Summary streamlines this process by consolidating key non-personally identifiable information (non-PII) into a single, easy-to-read summary, allowing admissions officers to review an applicant in seconds instead of minutes without leaving the profile page.
Key Benefits
Applicant AI Summary helps admissions teams:
- Generate an AI summary directly from the applicant profile with a single click—no need to switch between tabs.
- Review applicant information across five profile dimensions and up to 25 OpenApply system fields, clearly indicating which fields have been completed and which remain empty.
Dimension |
Fields |
|---|---|
Basic Info |
Gender, Birth Date (age only) |
Application Info |
Grade, Current Grade, Enrollment Year, Day/Boarding, Returning Student, Applied Before, Completed Checklist, Latest Activity Date |
Academic Background |
Prior School, Prior School Type, Prior School Country, Prior School Years Attended, Independent School Y/N, Exam Scores, Personal Achievements, Extracurricular Activities |
Language Background |
Language (Mother Tongue), Second Language |
Family Background |
Siblings Information, Child of School Staff, Applicant Lives With, Home Address – Country, Scholarship |
- View a persistent, collapsible summary banner displaying the review status (for example, 19 Fields Reviewed · 3 Missing · 20 May 2026), eliminating the need to regenerate the summary each time the profile is opened.
- Protect applicant privacy by excluding sensitive personal information from AI processing. Date of birth is displayed only as the applicant's age.
Enabling Applicant AI Summary
Applicant AI Summary is disabled by default.
- To enable the feature for your school, please contact us via Submit a request
- Once enabled, administrators can further control access through user permissions to ensure that only authorised staff members can use the feature. Navigate to: Settings → Staff Directory → Manage Departments → Users to configure access permissions.
Using Applicant AI Summary
Applicant AI Summary is available in the right-hand panel of the applicant profile.
Note: This feature is available only in the New Profile UI. Schools using the legacy applicant profile interface will not see the summary panel.
The current version is manually triggered. The summary is not generated automatically when a profile is opened.
| Generate a summary | Open an applicant profile and click Open Summary. The AI begins analysing the applicant profile immediately. |
| While processing | A Thinking... animation is displayed while the summary is being generated. Because generating the summary takes a short amount of time, the result is created once and then saved for future use, rather than being regenerated every time the profile is opened. |
| View the summary |
Once complete, a collapsible summary banner is displayed, for example: 19 Fields Reviewed · 3 Missing · 20 May 2026 Expand the summary to view the details. Within the expanded view:
|
The generated summary is retained for future visits and is displayed in a collapsed state by default, allowing admissions officers to quickly reference previous results without rerunning the analysis.
What information is included?
Applicant AI Summary reviews information across five profile dimensions and up to 25 OpenApply system fields. Only standard OpenApply system fields are included in the current version. Custom fields are not supported. The number of fields displayed varies by school and depends on which system fields have been enabled in that school's configuration.
Each field is reported using one of two statuses:
- Reviewed – the field contains a value.
- Missing – no value has been provided.
Note: The current version does not evaluate the quality or completeness of the information. It only indicates whether a field contains data.
How AI processes applicant data
To maximise both accuracy and performance, most fields are not processed by the language model.
| Fields summarised by AI |
Only the following free-text fields are sent to the AI for summarisation:
These fields are condensed into a short, readable summary. |
| Fields displayed directly |
All other supported fields are displayed using their stored values without AI processing. This approach ensures that the original data is preserved exactly as entered, response speed is improved and unnecessary AI processing is reduced. |
Privacy and Data Handling
Applicant privacy has been carefully considered in the design of this feature. Only non-personally identifiable information (non-PII) is included in the AI summary.
- Nationality and Second Nationality are treated as personally identifiable information (PII) and are never sent to the AI.
- Birth Date is displayed only as the applicant's age rather than the full date of birth.
- First Name and Last Name are used only for system identification and are not processed by the summarisation logic.
- Only Personal Achievements and Extracurricular Activities are sent to the language model. All other supported fields are processed locally within OpenApply.
If the summary cannot be generated
If the AI is unable to complete the analysis, an error message is displayed in the summary panel together with a Retry option.
This ensures users are always presented with a clear next step rather than an empty or incomplete interface.