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  1. Xenegrade
  2. Integrated and Custom Features
  3. Admissions Application - Customer #150

Application Setup

Complete all the following steps to prepare the online admissions application feature.

This article has been updated for the January 2023 application revision as of 1/5/2023.

Settings

  • Client Profile Account Required
    • The admissions application process requires that the applicant have a Client Profile account in XenDirect before they can submit an admissions application. The application process requires the Client to log in to the WebReg module to access the admissions application process.
    • Existing and new Client accounts can access the admissions application process via the MyAccount menu of the WebReg module.
    • Note that the following steps to enable the Client Profile are the same settings for any feature on the WebReg module, including purchasing courses. The fields in this Client profile can be modified using the same settings location noted. There is an additional Profile page that is part of the admissions application process. The data in that Profile records to the same Client Profile record, but is a custom page covering fields that may not be available for the standard WebReg Client Profile account page.
    • To allow applicants who do not yet have an account in XenDirect to submit an application, you must enable the ability for them to create a new account.
      • Go to Admin/Security > Settings > Web Options.
      • Under the [Client Profile] heading, locate the [Allow New Account] field and check [Yes] to enable this feature.
      • If you desire to allow the Client to edit their profile at any point in time, check [Yes] to the [Allow Profile Edit] field also.
      • Save changes.
    • New Account Verification: If desired, you can require that the client verify their email address before they can create a new account. This feature sends a verification code to the client before they can access the new account form. Once they have the unique verification code, they can access and complete the new account process. The access code is valid for up to thirty minutes before it expires.
      • Go to Admin/Security > Settings > Web Options.
      • Under the [Client Profile] heading, locate the [Enable New Account Verify] field and check [Yes] to enable this feature.
      • Save changes.
  • Default Session
    • The admissions application process requires that a default Session is set for the application process. Applicants can select other Sessions if enabled, but a default Session must be set at a minimum. This field is one of the triggers to enable the online admissions application process and could be used to disable the process by removing the default value.
      • Go to Admin/Security > Settings > Web Options.
      • Under the [Registration] heading, locate the [Application Session] field and select the desired default Session.
      • Save changes.
  • Maximum Active Applications/Programs
    • A typical admissions application process is usually not limitless. Use this field to set a maximum number of allowed active applications. If set to zero or is blank, the ability to add or edit an application is disabled.
      • Go to Admin/Security > Settings > Branch Profile.
      • Under the [Info] heading, locate the [Maximum Active Applications/Programs] field and set the desired number.
      • Save changes.
  • Menu URLs
    • Adding the menu URLs provide the links to the admission application pages. The main application link also contains an option to set the process for testing.
    • Admissions Application Menu Option
      • This setting creates an option in the [MyAccount] menu of the WebReg module to the main admissions application page.
      • Go to Admin/Security > Settings > Web Links/Menus.
      • Click the [New] button to the upper right to start a new record.
      • Title: Enter the text to display in the Menu — for example, Admissions Application.
      • Website URL:  The full URL of the link.  In this case, the URL will be as follows where YOURSITE would be your organization’s site name.  Organizations with custom URLs should modify the following URL accordingly.
        • https://registration.xenegrade.com/YOURSITE/ubzapplication.cfm
      • URL Start and End Date:  Enter dates only if you desire to have the menu display starting and ending on specific dates. Otherwise, leave blank.
      • Type:  Select "Same Window" as the target window for the link.
      • Location:  Select "Left" to display the link as a menu option.
      • Order:  This value determines the order of the menu options.
      • Save changes.
      • Testing vs. Live
        • To create the menu option to display for testing purposes only, add the IP of the test location to the URL as follows. The menu will only display when accessed from that specific IP address.
        • https://registration.xenegrade.com/YOURSITE/ubzapplication.cfm?iptest=YOURIPADDRESS
    • Admissions Procedures Menu Option
      • This setting creates an option in the [MyAccount] menu of the WebReg module to a page where you can display the admissions application process and instructions.
      • Go to Admin/Security > Settings > Web Links/Menus.  
      • Click the [New] button to the upper right to start a new record.
      • Title: Enter the text to display in the Menu — for example, Admissions Procedures.
      • Website URL:  The full URL of the link.  In this case, the URL will be as follows where YOURSITE would be your organization’s site name.  Organizations with custom URLs should modify the following URL accordingly.
        • https://registration.xenegrade.com/YOURSITE/ubzapplicationInfo.cfm
      • URL Start and End Date:  Enter dates only if you desire to have the menu display starting and ending on specific dates. Otherwise, leave blank.
      • Type:  Select "Same Window" as the target window for the link.
      • Location:  Select "Left" to display the link as a menu option.
      • Order:  This value determines the order of the menu options.
      • Save changes.
      • Testing vs. Live
        • To create the menu option to display for testing purposes only, add the IP of the test location to the URL as follows. The menu will only display when accessed from that specific IP address.
        • https://registration.xenegrade.com/YOURSITE/ubzapplicationInfo.cfm?iptest=YOURIPADDRESS
      • This next setting creates the text to display on the Application Procedures page.
      • Go to Admin/Security > Settings > Instruction Boxes.
      • Click the [New] button to the blue toolbar to start a new record.
      • Location: Select [WebReg: Admissions Procedures] from the list.
      • Header Title: Enter the text to display as in the header above the content — for example, Admissions Procedures.
      • Description: Enter the full instructions, policies, and procedures for applicants to review. Basic HTML is supported.
      • Save changes.

Application Fee

  • If a fee is required for the application process, the use of a Global Fee can create the invoice and add the fee automatically when the application is certified and submitted. The applicant can then pay the invoice online via the MyAccount Payments feature.
  • Access these at Main Menu > Selects > Global Fees.
    • Add a new Global Fee using a [Revenue Item] called Application for Admission. Add the [Revenue Item] if it does not exist.
    • Set [Fee] amount as desired.
    • Set [Use When] = As Required.
    • Set start and end dates only if you desire for the fee to change based on specific dates.
    • Set [Inactive] = No.
    • Set all applicable Fee Groups.
    • Save changes.

Email Templates

  • Each of the admission application email templates is used when an applicant adds or modifies the related application page. Each of the following email templates should be completed before using the online admissions application feature.
  • Each template automatically displays the client name, client ID, program of interest, and application number.
  • Access these at Tools > Marketing Functions > create Email Templates. Use the following label as the name of the email template. Each of these is reserved template names explicitly for this feature.
    • UBeditProfile: After edit of the application profile. To applicant.
    • UBnewApplication: After the addition of a new application. To applicant.
    • UBmodifyApplication: After edit of the application page. To applicant.
    • UBsubmitApplication: After an application has been certified and submitted. To applicant.
    • UBadmissionsApplication: After an application has been certified and submitted. To admissions.
  • Do not include embed codes with these email templates. The email already includes references to the application and application number in the email.
  • Be sure to add the [Alt Return Email Address] field as the email applicants will see as the [From] email address. In the case of the Admissions version, the [Alt Return Email Address] is also the email address the email is sent to.


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  1. Rick Stern

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