Applications (Counselor View)
The Applications section gives you a bird’s-eye view of every application across all your students, and lets you create and update applications on their behalf.Application list
The applications page shows all applications you manage, with filters for:- Status — filter by any stage
- Student — view one student’s applications
- University / destination
- Date range
Creating a new application
- Open the student record → Applications tab, OR click + New Application from the main Applications page.
- Fill in:
- Student (if creating from the main page)
- University — type to search the university list
- Programme / Course name
- Intake — the term (e.g., September 2025)
- Tuition fee — estimated cost
- Currency
- Notes — internal notes visible to counselors/admins only
- Click Save. The application is created in Draft status.
Updating application status
- Open the application.
- Click the status badge at the top.
- Select the new status.
- A dialog may appear asking for a reason or notes (required for some transitions like Offer Received or Rejected).
- The student is notified automatically when status changes.
Key status transitions
| From → To | What to do before changing |
|---|---|
| Draft → Submitted | Confirm all documents are ready |
| Submitted → Offer Received | Enter offer details (conditions, tuition, start date) |
| Offer Received → Offer Accepted | Student must confirm acceptance |
| Any → Rejected | Add a note explaining the reason |
Cost quotation
When an application reaches Offer Received status, IEC generates a Cost Quotation automatically in ERPNext. This is a breakdown of:- Tuition fees
- Accommodation
- Living expenses
- Visa processing fees
- IEC service fee
Uploading documents to an application
Each application can have documents attached specifically for that university:- Open the application.
- Click the Documents tab within the application view.
- Upload the file or link an existing student document.