Help & Guide
Learn how Apliora works and review whether it matches your admissions process.
The admissions journey
Interest ≠ Application. An interest records where a student may apply. An application is created separately when the interest is approved and ready to proceed.
In V1, actual submission to the university portal is still performed manually by the internal team. Apliora manages and tracks the operational workflow around it.
Start Here
- Create or find the student.
- Complete profile information.
- Add education, employment, and language-test information.
- Upload and check documents.
- Verify the information.
- Request corrections where required.
- Add university, course, and intake interests.
- Convert the appropriate approved interest into an application.
- Process and track the application.
- Manage follow-ups, communication, and commissions.
How to use Apliora
Open a topic for the current V1 workflow.Dashboard
The dashboard is the internal team’s operational starting point. Its counts summarize the current pipeline.
Needs Attention brings together records that require action, such as profiles awaiting verification, corrections, approved interests not yet converted, documents awaiting verification, application issues, and overdue tasks. Select Review to open the relevant record.
Students
Use Students to search by name, email, phone, or reference. Select Add Student to create a record, then open the student and use Edit in Personal information to make changes.
The Education, Employment, and Language Tests tabs each let an authorized user add a record, edit it, cancel an edit, or delete it. Refreshing the page reloads the saved information.
Documents
Open a student or application and choose Documents. Select the document type, choose a PDF, JPG, or PNG file, and upload it. Use the download button to retrieve an authorized file.
From an application, select Replace to upload a new current version and Versions to see current and previous files. Document verification and correction requests are internal-team actions.
Verification & Corrections
Internal staff can record a verification result or request a correction. A correction should state clearly what the agent needs to change.
The agent sees the requested correction on their authorized student, updates permitted information or documents, and resubmits. Internal staff then recheck the updated record and continue the process. Correction-required and verified are intentionally different states.
Interests
An agent can add a university, course, and intake interest from the student workspace. Internal staff can review and approve the appropriate interest.
Adding an interest records where a student may apply. It does not create an application.
Applications
When an interest is ready to proceed, internal staff approve it and select Create application. Open the resulting application from Applications or the related student.
The application workspace supports details, timeline, documents, communication, commissions, and activity. Internal staff can move an application through the statuses currently shown in the Update status list, including Ready to Apply, Application Submitted, University Review, Additional Documents Required, offer, deposit, visa, enrolment, rejected, withdrawn, and deferred states.
Each status update is added to the timeline with its comment, timestamp, and user attribution.
Messages / Communication
Application communication is agent-visible. Use the Communication tab to send an update, or use Messages to open and continue an existing conversation.
The application’s originating agent and internal staff can see the conversation; unrelated agents cannot. Apliora V1 does not currently provide an ordinary internal-note creation control in the UI, so do not use agent-visible messages for private internal information.
Tasks
Create a task with a title, assignee, student or application link, priority, due date, and description. Edit it when ownership, timing, or priority changes.
Today, Upcoming, and Overdue organize open follow-ups by due date. Complete a finished task to move it to Completed; use Reopen if more work is required.
Agents
The agent workspace gives internal staff a view of the agency profile, active status, agency users, students, applications and recent activity, plus authorized agent-commission information. Internal staff can edit the agency and activate or deactivate it.
Catalogue
The Catalogue defines the choices used when recording student interests:
University → Campus → Course → Intake
Create the university first, then its campus and course, followed by the available intake. Admission criteria and document requirements can also be maintained in their existing Catalogue sections and are used to support eligibility and document-checklist work.
Commissions
This records money Apliora expects or receives from the university or partner. It is internal financial information and is not shown to agents.
This records the commission or payout Apliora owes the originating agent. An agent can see only authorized payout information for their own applications, without internal finance notes.
Keep the two flows separate even when they relate to the same application.
Imports
Imports accepts CSV or XLSX university data. Upload a file, preview its rows, map spreadsheet columns to Apliora fields, then validate and import. Invalid rows are reported instead of being silently imported.
Audit
Audit helps internal staff understand meaningful system activity. Entries identify the actor, action, entity, and time for events such as logins, student updates, verification and correction work, document changes, application status updates, catalogue changes, commissions, and imports.
For Agents
You can
- Access and work with your authorized students.
- Upload or replace permitted documents.
- See corrections, make permitted changes, and resubmit.
- Add interests where available.
- View your applications and use agent-visible communication.
- View authorized payout information where available.
You cannot
- Access another agent’s students or applications.
- Perform internal verification.
- Access university-side commission information.
- Access internal finance notes.
- Use internal-only controls.
Review Apliora
Apliora V1 has been built from our current understanding of the admissions process.
Please review it against how the business actually operates. Do not change your process to fit Apliora.
Think of one real student and mentally take them through the entire process. At every stage ask: “What would we normally do next?”
- □ Something we normally do is missing
- □ Something happens in the wrong order
- □ We need information that Apliora doesn’t capture
- □ Apliora asks for information we don’t need
- □ A status is missing or incorrect
- □ The wrong person is responsible for an action
- □ An agent should or shouldn’t be able to do something
- □ An internal staff member needs another action
- □ We still need an Excel sheet that Apliora doesn’t replace
- □ We still rely on WhatsApp or email for something that should be tracked here
- □ Commission handling is different from reality
- □ Something is confusing or difficult to find
Review by area
| Area | ✓ Correct as-is | △ Needs change | + Something missing |
|---|---|---|---|
| Dashboard | □ | □ | □ |
| Student Profile | □ | □ | □ |
| Education | □ | □ | □ |
| Employment | □ | □ | □ |
| Language Tests | □ | □ | □ |
| Documents | □ | □ | □ |
| Verification | □ | □ | □ |
| Corrections | □ | □ | □ |
| Interests | □ | □ | □ |
| Applications | □ | □ | □ |
| Application Statuses | □ | □ | □ |
| Communication | □ | □ | □ |
| Tasks / Follow-ups | □ | □ | □ |
| Agents | □ | □ | □ |
| Universities / Courses / Intakes | □ | □ | □ |
| University Commission | □ | □ | □ |
| Agent Commission | □ | □ | □ |
| Imports | □ | □ | □ |
| Operational Visibility | □ | □ | □ |
| Agent Portal | □ | □ | □ |
| Other | □ | □ | □ |
Before we call V1 ready
- Could your team manage a student through Apliora today?
- What would stop you from using it?
- What are the 3 most important things that need changing?
- What is missing before V1 is usable?