Introduction

Managing applicant data efficiently is critical for ensuring smooth fee collection for an institution. The Applicant Records Page in Collexo serves as a centralized hub for handling all applicant-related information whether you're adding new records, searching through existing ones and managing fees.

This guide will walk you through the full set of functionalities available under the Applicant Records page, helping you make the most of the tools provided for managing student and applicant data accurately and at scale.

Navigation

1. Go to the menu.

2. Click on Applicant Data

3. Select Applicant Records
   
   
   

Adding Applicant Records

Before adding applicant records for the first time, make sure to define all the relevant fields as per your institute's requirements. To know more about fields, kindly refer to this article for the fields.
To add applicant records, follow these steps:

1. Click on the "Add Applicant" button. (Note: This button will be visible only if you have the necessary permission to add applicants.)
   
   
   

2. Choose between Single Upload or Bulk Upload, depending on your requirements.
   
   
   

1. Single Upload: 

   • Use this option to upload details of applicants one at a time.

   • The single upload form will display all active fields, such as Application No., Name, Email, Year, program, etc., on the first page. Mandatory fields are marked with a red asterisk (*). Note: Ensure that the Application Number is entered correctly, as it cannot be changed once submitted.

   • The second page includes Date fields. They will appear only if they are configured; if no Date fields are set, this page will not appear.
     
     
     

2. Bulk Upload: Utilize this option for adding multiple applicants at once by uploading a CSV file. The bulk upload process involves the following steps:
   
   
   

• Import Applicant: Here, you'll need to fill in the following fields :

• Download CSV file: Download the sample.csv file that contains all the required fields for easy data entry by clicking on the highlighted “sample.csv” link.

• Drag and Drop Window: You can either drag and drop your .csv file into the window or click anywhere inside it to manually select the file from your device.

• What do you want to do with the records in the file? Select from the dropdown whether to “Add New Records “ or “Update Existing Records”.

• For which Year do you want to upload? You can review the year for which the data is being uploaded.
  
  
  

4. Mapping Columns

• Map the columns from your uploaded file to the corresponding fields.

• You can preview the data in the first row of your file to assist with mapping.

• Any unmapped columns will not be imported.

• A green tick indicates that a column header has been successfully mapped.

• Click Submit to upload the file.

  Once you've mapped all the columns, proceed to import the applicant records by clicking on the "Import" button. The data will be visible on the Manage Applicant Records page.
  
  
  

5. Review Upload Logs:

1. On submitting, you will be redirected to the Upload Logs page, where you can track the status of your uploaded data. You can verify the uploaded records from the Applicant Records page. To know more about the upload logs page, you can refer to this link.
   
   
   

Searching Applicant Records

You can search for applicant records by clicking on the search icon and then selecting a search parameter such as Application No., Name, Email, etc. from the dropdown next to the input field. Then, enter the text to be searched in the input box, and press Enter to view the matching results.

Filtering Applicant Records

You can click on the filter icon at the top right to narrow down applicant records. Apply filters using the available dropdown or date fields. This makes it easier to quickly identify specific applicants that match your criteria.

Downloading Applicant Records

To download applicant records:

• Select the records you want to download and click on the download button. You can select to download applicant records based on filtered results, specific search value, or the complete dataset by selecting the desired records from the list view.
  
  
  

• In the confirmation pop-up, click Continue to proceed with the download request.
  
  
  

• A message will appear stating that your download is being processed, and you will be notified via email once it’s ready. Click OK to close the pop-up.

   

• The system will begin processing your request, and once completed, the file will be available on the Download Request page. 

• You can access the Download Request by navigating to Menu → Reports → Download Request.

• On the Download Request Report page, locate your request and click on the three dots against its row and select download. The CSV file containing the selected applicant records will then be downloaded to your system.

Deleting Applicant Records

You can select to download applicant records based on filtered results, specific search value, or the complete dataset by selecting the desired records from the list view and then clicking on the download button.

To delete applicant records:

• Select the records you want to delete and click on the three dots at the top right corner.

• Select "Delete" from the options.
  
  
  

• Enter the number of selected applicant records to delete and confirm the action by clicking on "Yes, Delete!".
  
  
  

Note: Once deleted, the applicant data will be removed from the Ledger. However, their historical payment data will still be visible in the Track Payments page for reference and audit purposes.

Conclusion

This article walks you through how the Applicant Records page in Collexo helps you manage all applicant-related data in one place. From adding and updating records to searching, filtering, downloading, or deleting them, it’s all made simple and efficient.