Submitting

An application can be submitted once it meets every requirement on the Submission readiness bar. Submitting locks the application in and hands it over for the offer and approval steps.

When you can submit

The Submit Application button only exists once the readiness bar says:

All mandatory fields are completed. You can submit.

Until then, the top right shows only Cancel and Save Draft. If you're looking for the Submit button and can't find it, look at the readiness bar. Something is still outstanding.

If the bar is showing Updating…, wait for it to finish. XPortal won't submit while it's still checking the saved study plan and programs. If you try, it tells you the application is not ready and to Wait for the saved enrollment checks to finish.

What happens when you select Submit Application

1. XPortal saves your latest changes. You don't need to save first. If that save fails, XPortal says Failed to save latest draft changes and stops.
2. It checks nothing changed while saving. If a value changed in the meantime, it asks you to review the readiness bar and submit again.
3. It re-checks the saved application, using exactly the same rules as the readiness bar. If anything is wrong, you'll see Application needs corrections, and each correction is listed in the readiness bar. Fix them and submit again.
4. It submits. You'll see Submitting application… and then Application submitted successfully.
5. It creates the deposit invoices, one for each deposit in the payment plans, if you set them up with Create Deposit Invoices. If that fails, the application is still submitted, and you'll see a warning explaining why. See Deposits.

What submission locks in

Once submitted, the application's status is Submitted, and:

• it becomes read-only. Opening it shows View Application, with every field greyed out;
• its study plan is locked in. Later changes to the program's rules or delivery calendars don't change it. See Rolling intakes;
• its payment schedule is worked out from the plan and anchor date, and locked in;
• its documents can no longer be added or deleted.

From submitted to enrolled

After submission, the application moves forward from the Applications list, one step at a time:

1. Generate Offer. On the submitted application's row, select Generate Offer to create the offer letter. The status becomes Offer Generated. You can download the letter, or regenerate it if something changed.
2. Send Offer. Select Send Offer to send it to the applicant. The status becomes Offer Sent. Deposits can be created or sent with Manage Deposits at either of these stages.
3. Accept or Reject. When the applicant replies, select Accept or Reject.
4. Approve. On an accepted application, select Approve. Choose the student's orientation date, with their first unit's start date shown to help. You can send the orientation email at the same time.

On approval, XPortal creates the student and their enrolment, moves the payment schedule and any deposit across, and places the student in Students → Pending Orientations. From there, see Orientation.

Changing a submitted application

A submitted application can't be edited. If something needs to change:

1. On the Applications list, select Clone as draft on the application. It's available at every status.
2. XPortal copies everything, including the applicant's files where it can, into a new draft and opens it.
3. Make the changes, and submit the new draft.
4. Deal with the original according to your organisation's process, usually by archiving it, so there aren't two live applications for the same person.

A cloned draft always uses rolling intake scheduling, so check its study plan on the Enrollment tab before you submit it.

Submission checklist

• The readiness bar says All mandatory fields are completed. You can submit.
• The study plan and Schedule Preview have been checked.
• Any deposit is configured and shows Deposit invoices configured.
• The documents your organisation requires are uploaded.
• Then Submit Application, and wait for Application submitted successfully.