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The applicant list gives you a live view of every applicant in your cycle and where they stand in the submission process. At a glance you can see who hasn’t been invited yet, who is actively writing, and who has submitted. This page explains how to use the list view effectively — including filtering, sorting, and exporting — so you can stay on top of your cohort as the deadline approaches.

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The applicant list view

Open a cycle and select the Applicants tab to see the applicant list. Each row shows:
  • Applicant name and email address
  • Programme
  • Current status
  • Invitation sent date (if applicable)
  • Last activity date
  • Assigned reviewer (if applicable)
Use the Search bar at the top of the list to find a specific applicant by name, email, or reference number.

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Understanding applicant statuses

Every applicant in a cycle has exactly one status at any given time. Statuses update automatically as applicants move through the process.
Status transitions are one-directional in most cases. An applicant moves from Not Invited → Invited → Not Started → In Progress → Submitted. Puddin does not automatically move an applicant backward, though administrators can manually reset a status where permitted by your institution’s settings.

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Filtering by status

To focus on a specific group of applicants, use the Status filter above the applicant list:
  1. Click Filter to open the filter panel.
  2. Under Status, select one or more statuses to include. You can combine filters — for example, show all applicants who are Not Started or In Progress to see everyone who still needs to submit.
  3. Click Apply. The list updates to show only matching applicants.
  4. To clear filters, click Reset Filters.
Combine the Status filter with a Programme filter to see progress within a specific course or department. This is useful when different programmes have different deadlines.

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Sorting the applicant list

Click any column header to sort the list by that field. Click again to reverse the sort order. Useful sort options include:
  • Last activity — surfaces applicants who haven’t engaged recently
  • Status — groups applicants by where they are in the process
  • Invited at — shows who was invited earliest, helping you prioritise follow-ups

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Setting up deadline reminders

Automated reminders prompt applicants to start or complete their personal statements without manual intervention from your team.
1

Open notification settings

Go to Admin → Institutional Settings → Notifications.
2

Configure reminder triggers

Set one or both of the following reminder rules:
  • Not Started reminder — sent to applicants whose status is still Invited or Not Started a specified number of days before the deadline
  • In Progress reminder — sent to applicants whose status is In Progress a specified number of days before the deadline
3

Set the timing

Enter how many days before the deadline each reminder should be sent. You can add multiple reminder triggers — for example, 14 days before and again 3 days before.
4

Save your settings

Click Save. Puddin will send the configured reminders automatically at the scheduled times. You can also trigger reminders manually at any point from the bulk actions menu.

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Exporting a progress report

To download a snapshot of the current applicant list — including statuses, invitation dates, and submission dates — click Export above the applicant list and choose your preferred format:
  • CSV — compatible with Excel, Google Sheets, and most admissions management tools
  • PDF — formatted summary suitable for sharing with colleagues or including in reports
The export reflects any active filters, so you can export a specific subset of applicants by filtering the list first.
Exported files contain personal data. Handle them in line with your institution’s data protection policies and applicable regulations, including GDPR.