Agents use the agent portal to process applications at their agency. Agents have access to all application information on a single page, allowing them to quickly check the status of applications, identify outstanding tasks, and complete tasks, such as uploading missing documents or responding to offers.
Agent portal
Agents using the agent portal view a list of applications. Agents can filter the list of applications to find applications of interest. Applications can be assigned an agent responsible for managing the application. The list of applications can also be filtered by responsible agent.
Selecting an application in the list of applications shows the mini-info panel. The mini-info panel enables agents to quickly assess the current status of their applications and identify outstanding tasks that either they or the applicant need to complete for the admissions process to be completed. Agents can perform tasks on behalf of applications, such as downloading documents and responding to offers, as detailed in the table Agent tasks.
| Feature | Task |
|---|---|
|
Application details |
|
|
Applicant details |
|
|
Documents |
|
|
Offers and rejection |
|
|
Credit offers |
|
Administrators cannot control agents' access and permissions to the above pages and actions. This will be delivered as a separate feature in the future.
Application status
The agent portal simplifies the application status for agents. That is, the agent portal simplifies the various application statuses, such as using the status Conditional offer accepted for the statuses Conditional offer accepted and Condition offer insurance accepted.
The table Application status shows the application status in the agent portal and corresponding statuses in Admissions.
| Agent portal | Admissions |
|---|---|
|
In progress |
Received (completion status) and no other application status is applicable. |
|
Conditional offer |
Conditional offer published (decision 1) |
|
Conditional offer accepted |
Conditional offer accepted (response 1) Conditional offer insurance accepted (response 1) |
|
Conditional offer declined |
Conditional offer declined (response 1) |
|
Unconditional offer |
Unconditional offer published (decision 2) Unconditional offer confirmed (decision 2) |
|
Unconditional offer accepted |
Unconditional offer accepted (response 1) |
|
Unconditional offer declined |
Unconditional offer declined (response 1) Unconditional offer declined (response 2) |
|
Rejected |
Rejection published (decision 1) Rejection confirmed (decision 2) |
|
Withdrawn |
Withdrawn |
|
Ready for enrolment |
Sent to enrolment (completion status) |
|
Closed |
Closed (completion status) |
Agent portal settings
The agency settings define whether agencies are included, Cc, in all correspondence with applicants. However, this does not include registration emails or acknowledgement emails. You need the relevant admissions settings permissions to view and edit the agency settings to include agencies in all correspondence. The agency shows in CC of the emails to applicants.
Agencies and agents
Agencies and agents are added in the reference data for applications. Adding an agent automatically creates a person record and generates an invitation message using the communication template Agent portal registration email. The invitation email includes a link for the agent to create an account for the agent portal. Accounts are created and managed by Azure Active Directory B2C. That is, when agents follow the link to create an account, they receive a verification code from Azure Active Directory B2C before they can create a password. Agents then log in to the agent portal by selecting the Azure B2C login button.
The agent's profile allows you to view and manage the agent's details. The agent's profile also allows you to resend the invitation to the agent portal invite and to view the account history of the agent. Note that to view the agent profile, you need to search for the agent using the person search.
Demonstration
The video Agent portal shows how to view the applications, view the mini-info panel of an application, view an application, and assign a responsible agent to an application.