> ## Documentation Index
> Fetch the complete documentation index at: https://docs.puddin.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Tracking Applicant Progress Through Your Admissions Cycle

> Monitor where each applicant stands in your cycle using status filters, search, deadline reminders, and exportable progress reports.

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.

## 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.

## 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          | What it means                                                                                                                              |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------------ |
| **Not Invited** | The applicant has been added to the cycle but has not yet received an invitation email.                                                    |
| **Invited**     | An invitation email has been sent, but the applicant has not yet accessed the Puddin writing environment.                                  |
| **Not Started** | The applicant has accessed the writing environment and created their account or signed in, but has not yet typed anything in the document. |
| **In Progress** | The applicant has started writing. Puddin is actively capturing their writing process evidence.                                            |
| **Submitted**   | The applicant has completed and submitted their personal statement. The document is locked and ready for review.                           |

<Info>
  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.
</Info>

## 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**.

<Tip>
  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.
</Tip>

## 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

## Setting up deadline reminders

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

<Steps>
  <Step title="Open notification settings">
    Go to **Admin → Institutional Settings → Notifications**.
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

<Note>
  Exported files contain personal data. Handle them in line with your institution's data protection policies and applicable regulations, including GDPR.
</Note>