How to manage applications with the Glowbase PhD recruitment platform
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This tutorial explains how you can easily manage incoming applications and guides you through the various tools available to filter, categorize and review application documents.
View submitted applications
To view submitted applications, go to the "Applications" page that can be seen in the main menu page that you can always see to the right of your Dashboard (1).
The list of applications can be filtered by various criteria, the admission round being just one of them (2). Admission round, category, position, research field, progress and institution are all filters which you can use to access only the applications you need. If you do not see any applications, try to adjust the filter accordingly.
If you click on the ''More'' button next to each application (3), you will access all the features and functionalities that help you screen and review applications (4). After clicking on this button you can choose to see the details of an application, reject it immediately, reject it later, pass it for review, request changes and much more. As an administrator, these features enable you to accept or reject an application directly from the application list.
Depending on which software package you have purchased from Glowbase, you will notice that you have access to premium functionalities. All customers currently have temporary access to them. Features like the ''Download archive'' are there to make the application review process easier for you and your colleagues.
Add notes to applications
To simplify collaboration and information exchange, Group Leaders and Program Coordinators can add notes to an application dossier. Notes can be public and visible to all staff that has access to the application platform, or private and only visible to you. You can add notes to individual applications the same way you would add physical sticky notes to paper applications and documents.
Notes can be added to a candidate, a referee or to the application itself. The difference between these 3 options is:
- Notes attached to the application are only visible in this specific application dossier;
- In contrast, notes attached to a candidate are displayed with every application dossier of that candidate (for example, if the candidate applies again next year);
- Notes attached to a reference are also visible in every application the referee submits a recommendation letter for. So if you know a referee personally and think that he/she is trustworthy, you may add a note to inform your colleagues about this.
To add a note, click on the ''More'' button next to the application (3) and enter the ''View application details'' option (4).
Once you enter an individual application you will notice multiple buttons through which you can add notes, with the first one right at the top of the application page.
If you want to add a note to the candidate, enter the ''Personal data'' section of the application by clicking on the ''+'' sign.
After entering this section, you will see the applicants personal information and the ''Add a note to this candidate'' button.
If you want to add a note to a reference, simply click on the ''+'' sign on the ''Recommendation letters'' section.
There you will have a button to add a note for every reference that was submitted in support of the student's application.
When adding any kind of note, you will see the same page. You will need to add a title (1), a longer description that is option and up to you to decide if necessary (2), and choose whether the notes will be publicly or privately visible (3). Private notes are only visible to you, whereas public notes are visible to other program coordinators, PIs and group leaders. Note that candidates never have access to these notes.
The application category can help you sort incoming applications, but note that the category has no effect on the application itself. It is only a sorting tool and, for example, if you create a ''Rejected'' category you will not automatically reject those applications. Also, you define which categories you need and you create them- they do are not predefined or automatically created.
By assigning an appropriate category to every application, you can easily create groups of applications.
To configure the list of available application categories, click on the ''Admin'' tab in the main menu that you can see on the left side of your dashboard. Once you click on it, you will immediately see the ''Application category'' field where all existing categories are listed.
Each category has a title and description. You can edit existing categories, delete them or add new ones on this page.
To sort an application into an existing category, simply enter the individual application using the ''View application details'' option and then the ''Application category'' section, by clicking on the ''+'' button.
Then select a category from the dropdown menu and save it.
You can then use the application category filter (1) in the ''Applications'' (2) page to only screen those applications that are in this group.
If you need more help or would like to learn more, you can easily and immediately contact us through our Help Desk.
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