Processing Applications

Submitted Applications

Submitted applications appear on the Applications tab, where you can manage and process all applications for your enrollment program. This page gives you a clear overview of every submission and helps you track each application’s progress through the enrollment process.

• New applications appear here with the status Received.
• You can update the status of any application to one of the following:
  • Under Review
  • Accepted
  • Not Accepted
  • Needs More Info
  • Waitlisted
  • Withdrawn
• When changing an application’s status, you can also send a custom email message to the applicant.

Processing Application Submissions

Once an application is submitted, it appears in the Applications tab with the status Received. Follow these steps to process it (instructions and a checklist can also be found in the application):

Step 1: Review the Application

Click the application name in the Applications list to open it. The status can be managed at the top.

Step 2: Update Application Status

Use the Status dropdown to update the applicant’s status.

You’ll have the option to send a customizable notification email. To skip sending it, uncheck "Send email to applicant."

Status notification emails can be customized in the program Settings. Any customization made here will be used as the default when updating an application’s status and sending a notification email.

Step 3: Onboard the Student, Guardian, and Family into Spark

Onboard the student(s), guardians, and family directly from the application. (This can be done regardless of the application's status.)

Note: If you used Attribute Questions in the application, this information will also appear in the student, guardian, or family profiles after onboarding. See Application Setup to learn more.

Billing Account

Create a new billing account, or select an existing account.

Student Section

For each student included in the application, do the following:

• Assign the application data to a Spark student:
  • Click + Create New Student to create a new profile (choose Prospective or Active). Active students count toward your Spark subscription.
  • Or select an existing student and click Sync. Review changes and click Save.
• Enroll the student in the program's Session.
• Convert their medical notes to Structured Medical Records.
• Accept and Roster the student into his program options. If linked to a classroom, the student will be automatically rostered.

Guardian Section

For each guardian included in the application, do the following:

• Click + New Guardian to create a new guardian, or, select an existing Spark guardian to sync the application data to.

If a billing account was created when the application was submitted, the guardians will automatically be assigned as account managers. The first guardian who is onboarded will be designated as the primary account holder. This can be changed later from the Billing → Accounts page.

Note: Guardians can only be onbarded once student onboarding is complete.

Family Section

• Click + New Family to create a new family, or select and Sync an existing one.

Note: Families can only be set up in the application once both student and guardian onboarding is complete.

Step 4: Create and Link Emergency Contacts & Approved Pickups

Emergency Contacts Section

For each emergency contact included in the application, do the following:

• Create a new emergency contact, or Sync to a previously created contact.
• Make sure the emergency contact data was added to the student's profiles (this will be done automatically).

Approved Pickup Section

For each approved pickup person included in the application, do the following:

• Create a new Spark contact, or Sync to a previously created contact.
• Make sure the approved pickup data was added to the student's profiles (this will be done automatically).

Step 5: Set Up Billing Charges

The Billing Charges section at the bottom of the application allows you to create a charge based on the program options the applicant has been accepted into.

Before you can create a charge:

• A billing account must have been created at the top of the application.
• The applicant must be accepted into one or more program options.
• Those program options must have costs associated with them.

Program options can be added or accepted in the Student section of the submitted application.

Once the applicant has been accepted into one or more billable options, click Create Charge. Spark will automatically generate a charge for the billing account based on the accepted program options and their associated costs.

You can now go to the account to record payments or set up invoices based upon the charge.

Step 6: Review Your Onboarding Checklist

Once you've worked through the application, return to the top to ensure you've completed all required steps. A completion checklist is available under the Status section.

Step 7: Review Student Tallies

The Options Selected section at the top of the Applications tab displays the options for your program, along with tallies of how many students have been accepted into each option.

Important Note: The tallies will not update until the application has been Accepted.