There are three ways to add applicants, found below. Only complete one for each student.
You reach the Applicants section by going to Students > All Students > Applicants
This will bring you to the Intake Seasons Dashboard. The Intake Season relates to the academic year that these applicants will be joining your school. Before adding any applicants you have to set up the Intake Season first. For instructions on how to do this read our article on Setting Up the Intake Season.
Click on Applicants on the left-hand side. The applicants' table will show if the applicants have been enrolled, rejected, withdrawn or newly created.
1. Uploading an ATF
Applicants can be added onto Arbor by uploading an ATF (Applicant Transfer File.) You may want to read our article on 'How to Import an ATF' ATF Import
2. Manually adding applicants
From the Applicants page, click +Add in the top right-hand corner of the table.
A pop up will show where you select if the applicant is already a student or is a new student.
When clicking on Create Application for Existing student a slide over will display a drop-down with students name, choose the student and fill in any other information you want to add in the slide over and then click on Save Changes.
When clicking on Create Application for New Student a slide over will load, add the details of the new applicant and click on Save Changes. You will also be asked to create Guardian Details for this new student so make sure you have this information to hand!
Registration Forms and Year Groups when adding an applicant
Please note that you will not be able to put an expected year group and registration form if you are adding applicants for the next academic year. This is because the year groups and registration forms have not yet been set up as part of the new school year setup process. This part of Arbor will become available on May 1st, along with the supporting guidance.
3. Uploading Applicants
Go to Applicant Uploads and click the green button to download the template.
Download the Template.
Open the template from your computer.
Your spreadsheet will then open in your computer, where you can add in the information. Please do not edit the file by adding more columns.
Registration Forms and Year Groups in the Applicant Spreadsheet
Please note that you will not be able to put an expected year group and registration form for each applicant into the Applicant Spreadsheet. This is because the year groups and registration forms have not yet been set up as part of the new school year setup process. This part of Arbor will become available on May 1st, along with the supporting guidance.
Please note that these fields are required to prevent an error when importing: Student Legal First and Last Names, Gender and Date of Birth. You'll also need to include the guardian relationship or the guardians won't be able to be created.
To help avoid creating duplicate applicants, make sure you check whether the student already exists in Arbor before uploading the spreadsheet. For example, if you've been given a list of reception students that include students that already attend your nursery.
Make sure to not include any students you already have at your school, as you can just promote these students as part of Step 3. Year Groups and Registration Forms of the New School Year Setup process.
Take a look at the student names you're about to import, and compare it to your existing student lists in the Students > Enrolment > Year Groups section. Click the year group to see a list of the existing students.
Return to the Applicant Uploads page and click +Add to upload your template and confirm and import your Applicants.
If you have accidentally created a duplicate applicant and they are already a student on the system, you'll need to delete the duplicate applicant.
Just go to Students > All Students > Applicants. Select the intake season then go to Applicants from the left-hand side. Click the applicant's name that you want to delete.
Click Edit in the slide over, then on the next slide over click the red Delete Application and Student button.
If you have already enrolled applicants and have duplicates, you'll need to contact us to delete them. Take a look at this article for what to include in your email.