A guide to managing student applications for the 10 Free Applications Plan.
Page 1: The Application Workflow
Critical Prerequisite: Invite Notification Emails
For email notifications to work, the recipient addresses must be registered users of this app. This is a platform security feature.
An administrator must invite the following emails as users:
- info@gdx.in
- enroll@gdx.in
How to Invite: Go to Workspace → Users → Click "Invite User". The invited emails do not need to accept the invitation or log in for notifications to work.
Receiving New Applications
When a student successfully submits their application through the app, an automated email notification is sent to both:
This email contains all the student's submitted information in a clean, tabular format. This is your primary notification for a new lead.
Viewing All Student Submissions
To see a complete master list of every application submitted, you can access the app's central database.
- Log into the base44 platform and open the Grad-Dreams Navigator app.
- Navigate to the Workspacetab in the left sidebar.
- Click on the Datasection.
- Select the entity named Applicationfrom the list.
You will see a spreadsheet-like view of all submissions. You can sort and filter this data to manage your workflow.
Page 2: Data Management & Best Practices
Managing Partner Universities (Admins Only)
The list of universities students can choose from is managed directly within the app. Only users with an 'Admin' role can modify this list.
To view or edit the university list:- Follow the same steps as above: Workspace→Data.
- This time, select the entity named University.
- Here you can:
- Add a new university by creating a new row.
- Edit details (like deadlines or test scores) by double-clicking a cell.
- Delete a university by removing its row.
Important: Keeping this university data accurate is crucial, as students make decisions based on it.
Do's
- Use the Data tab to get a full overview of all applications in one place.
- Follow up promptly with students via email for required documents (SOP, CV, etc.).
- (Admins) Keep the University list accurate and up-to-date.
- Check Spam/Junk folders occasionally if an expected email notification doesn't arrive.
Don'ts
- Don't edit student applications directly in the data table. Treat them as unchangeable records.
- Don't rely only on the app for document collection. This is a manual email process.
- (Non-Admins) Don't attempt to change the University list. Contact an admin for updates.
- Don't share your login credentials with others.
