The January (2025.01) release adds the following features:
Agent and applicant portal access control
The vertical security model for agent portal and applicant portal allows organisations to customise access based on agent and applicant types or roles. This feature enables the assignment of roles, including custom, user-defined roles, to agents and applicants with accounts in Azure Active Directory B2C. Agents and applicants are assigned to roles with the required permissions by defining their authorisation group as follows:
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Agents: define the group by editing the agent's reference data.
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Applicants: define group by viewing the applicant's person profile and then Manage account. The group can then be selected for the Role group of the applicant.
For more information, go to What are agents? and What are applicants?
For example, the image Agent access control shows that agents can be assigned to a group by selecting an authorisation group, such as AgentApplicationsViewer in the agent's Group in reference data. The group AgentApplicationsViewer is assigned to a role with the required permissions.
Lapse offers
Admission officers can now lapse the offers that have not had a response. Lapsed offers have the response 1 Declined - Lapsed. To lapse offers, admissions officers use application queries to create a search by:
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Folder: if the applications that have expired are moved to a folder Lapsed, filter by the folder name Lapsed.
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Response by 1 date: filter by applications with respond by 1 date before the 1st of the current month.
For more information, go to What are lapsed offers? and How to lapse offers.
For example, the image Lapse offers shows that Application queries has been used to search for applications with a Response 1 by date before 11/02/2025. The search returned two applications. On the selecting the applications, the bulk actions menu with the Lapse offers is enabled. Admissions officers can then lapse the offers.
The Respond by days can be set as follows:
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Standard offers can define the number of days applicants have to respond to offers as defined by the Respond by days.
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Admissions officers can set the number of days an applicant has to respond to offers when publishing Decision 1 for the application.
The number of days start when the offer is published. After the days to respond expires, applicants can no longer respond to offers. Applicants are made aware of the time they have to respond as follows:
- Applicant portal
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The applicant portal shows the number of days the applicant has to respond to the offer.
- Offer letter
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Communications templates can use the mail merge field
RespondBy1Dateto make applicants aware of the date their offer expires.
For example, the image Applicant portal shows that the applicant has seven days to respond to an offer.
Reporting service
The Admissions reporting service enables admissions officers to build Power BI reports. The connector includes a subset of Admissions data, such as applicant data, applications, application actions, application clearance checks, application tags, and application tutors. Permissions control the admissions officers that have access to read reports.
For more information, go to What is the reporting service? and How to connect to Power BI.
The image Power BI report shows an example report in Power BI using data from Admissions.
Tasks
Applicant tasks can now be created automatically with clearance checks. After a task is set up as reference data, the task can be added to a clearance check when defining the clearance check in reference data. Tasks prompt applicants to complete tasks, such as complete a fee status questionnaire or pay a deposit. The available tasks have been defined by Tribal and are as follows:
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Complete fee status questionnaire
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Complete visa status questionnaire
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Pay deposit
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Provide referee details for Referee 1
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Provide referee details for Referee 2
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Provide reference
Tasks, such as Provide referee details for Referee 1, open the appropriate page in the applicant portal when selecting the task. Whereas tasks, such as Pay deposit, require that applicants complete the tasks on an external website include the URL of the external website, such as the payment website of the institution, so that website opens automatically when selecting the tasks.
The image Applicant tasks shows the applicant's document tasks, such as Please upload: Hessle certificate and Please upload: Spanish passport, and the task Pay deposit.
Tasks completed on external websites can only be closed by admissions officers on viewing evidence that the applicant has completed the task. For example, the applicant has provided a copy of the payment receipt.
Tasks are clearance checks with the categories Conditional offer evidence and Other evidence are tasks that prompt applicants to complete actions and provide evidence, such as upload a copy of their passport or pay for their accommodation. The Task to create is one of the available tasks as defined by the reference data Clearance check task template.
For more information, go to What are clearance checks? and What are tasks?
The image Task clearance check shows a clearance check for a task that has the category Other evidence and the Task to create is the clearance check task template Fee status questionnaire.
