Find your way around an Application record
An Application record holds everything about one applicant's application to one Opportunity. This article walks through the page from top to bottom. Anyone who can sign in can view a record; changing it needs the User role or above.
To open a record, select the applicant's name in the Applications list.
The top of the page
The applicant's name heads the page. Beside it:
| Button | What it does |
|---|---|
| Profile | Opens the applicant profile in a new tab, where you can share it. See Share an applicant profile with an employer. |
| Export PDF | Downloads the Application as a PDF. You tick which fields to include. See Choose what the application PDF shows. |
| Request more info | Emails the applicant a form for the fields you choose. It shows only when the Application has a Supervisor and you have no request waiting. See Ask an applicant for more information. |
| Create Learner record | Turns the Application into a Learner record. See Turn an Application into a Learner record. |
An archived Application shows Move to Live instead. See Archive and restore Applications.
Under the buttons you may see:
- The Level 2 English and Maths summary, once the Application has qualifications. See Check Level 2 English and Maths (Beta).
- Alerts such as "Requested info not submitted yet", "Requested info not merged yet", "Feedback survey sent", "Feedback survey returned", "Form has been sent" or "Form has been completed".
- Application label, where you add or remove coloured labels. See Coloured labels.
- Edit page layout, which lets you choose and order your panels. See Show, hide and reorder panels on a record.
The Summary panel
The Summary panel is always shown. It holds:
- Opportunity Title, Applicant, Main Contact, Employer, Location, Email and Phone, with Max Funding when the Opportunity has one and the CV file name when there is one.
- ULN, the applicant's Unique Learner Number.
- The status dropdown and Supervisor. You must choose a Supervisor before you can change the status. See Move an Application through your workflow statuses.
- Applicant agrees to be transfered, which must be ticked before you can move the Application to another Opportunity. See Move an Application to another Opportunity.
- Forms, listing any forms sent to the applicant and the completed PDFs.
The other panels
Which panels you see depends on your own layout. They include:
| Panel | Holds |
|---|---|
| Personal information, Contact information, Nationality/Residency, Passport details, Emergency contact, LLDD, Transport | The applicant's own details. Contact information has Find address. |
| Qualifications | Qualifications from the Learning Records Service (LRS) and any you add. See What do the coloured LRS labels mean? |
| Work history/experience, Skills, strengths and ambitions, Apprenticeship questions, General questions | The applicant's answers. |
| Initial assessment details | BKSB, Selectahead or My Skills Forward results. See See BKSB, Selectahead and My Skills Forward results. |
| Notes | The notes timeline, the Notes box and your own fields. See Add a note to an Application. |
| Book Interview | The Opportunity's interview calendar. See Set interview availability and book interviews. |
| Feedback | Employer feedback on the applicant profile. See How do employers give feedback on a profile? |
| Feedback survey | The applicant's answers to your feedback survey. |
| Activities | Calls, emails, meetings and reminders about the Application. |
| Reassign this application to another opportunity | Moves or copies the Application. |
| Application history | Every Application this applicant has made to your organisation. See Why does an applicant appear once on each page? |
| Application Logs | What happened and who did it. |
Admins can add their own fields and panels, and arrange the fields in each panel. See Add your own fields and panels and Arrange fields on a record (the field grid).
Saving
Changes save as you type. A message says "All changes saved." If a change cannot be saved, for example because a required field is empty, you see "Failed to save application."
If you try to leave while a required field is empty, enrola asks: "This record has mandatory information that hasn't been completed. Are you sure you want to leave?" Select Cancel to stay and finish it.
Application Logs
The Application Logs panel lists each event with Date, Time, Person, Action performed and Type. Events include the Application being created, status changes, reassignments, requests for more information, LRS decisions and archiving.
Where enrola sent an email with a status change, a profile or an interview invitation, the log entry has a link to a copy of that email.