Applications (Passive)

Automate applicant communications for applications created outside your CRM

When applications originate elsewhere, such as through UCAS, your Student Records System, or another third-party platform/source, it can be hard to keep communication consistent. Passive Applications closes that gap by automatically sending personalised updates as each applicant’s status changes.

It integrates seamlessly with your Student Records System (SRS) via API or CSV upload, keeping data in sync and ensuring every applicant receives the right message at the right time, without your team needing to lift a finger.

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Applications (Passive) dashboard
Applications (Passive) dashboard
Key benefits

Automate, connect, and communicate consistently with every applicant

Automated communications for external applications

Keep applicants informed at every stage - automatically.

  • Trigger branded, personalised messages from Student CRM based on real-time status changes
  • Build workflows using Touchpoints and conditional content
  • Maintain consistent, timely communication at scale
  • Deliver a seamless experience, wherever applications begin

Targeted campaigns

Reach the right applicants at the right time.

  • Create segments for specific application stages or courses
  • Run ad hoc campaigns to inform, nurture, or re-engage
  • Increase conversion with timely, relevant communication

Automated event invitations

Engage applicants early in their journey with your university.

  • Generate invite lists automatically for applicant open days based on specific criteria
  • Track invitations and attendance directly in Student CRM
  • Build stronger connections ahead of offer decisions

Integrated data flows

Keep systems aligned and data flowing accurately.

  • Connect your SRS to Student CRM via API or CSV upload
  • Maintain a single source of truth for all applicants
  • Eliminate duplication and ensure data consistency

Built-in visibility

See every applicant’s journey in full context.

  • View communication history and status updates in one place
  • Monitor workflow performance and applicant engagement
  • Use dashboards for activity and conversion tracking

Flexible follow-up & reporting

Turn data into insight and action.

  • Schedule reports or send filtered data to recruitment teams
  • Identify applicants ready for next-step engagement
  • Measure campaign effectiveness and communication outcomes
FAQs

Applications (Passive) FAQs

Can we automate communications for applications created outside the CRM?
Yes. Passive Applications automatically sends communications when application data is received or updated from external systems.
How does it connect to our Student Records System?
Via API integration or manual CSV uploads through the Data Importer tool.
What’s the difference between Active and Passive Applications?
Active Applications capture applications through CRM-built web forms, while Passive Applications manages those created elsewhere.
Can we invite applicants to events?
Yes. You can create invite lists and send event invitations directly from the system.
How long does integration take?
Usually a few days for an experienced developer. We provide documentation and support throughout the process.
Who uses Passive Applications?
Admissions teams managing applications through systems other than Student CRM who want to automate communications and improve applicant experience.
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