Applications - Merge external applicants with existing users

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Watermark Support

Once the review process is complete, Administrators can merge the accounts for the accepted applicants with the System Administration account. A new button, BULK MERGE ACCEPTANCES WITH SYSTEM ADMINISTRATION, will be displayed as soon as a user marks an application accepted.

They will also see similar options in the overflow menu for the accepted application.

The winter 2023 Student Submissions page showing a search field, acceptance‑status filter dropdown, and a table listing student name, email, acceptance status, merged record status, and a menu button for each row. A menu panel showing the Search for System Administrator Match button.

Users can either bulk merge multiple student applicants using the Bulk Merge button or merge individual accounts using the overflow menu option Search for System Administrator Match.

On clicking BULK MERGE ACCEPTANCES WITH SYSTEM ADMINISTRATION, they will be navigated to a new page where all accepted applicants will be displayed with their system administration match. Applicants for whom a match is not found will get a tag labeled 'NO AVAILABLE SYSTEM MATCH'.

The Bulk Verify Application Records with System Administrator Records page showing a search field, match‑status filter dropdown, and sort dropdown. The page showing sections for each applicant with application information, system‑administrator match details, and a Verify button for the first record. The second record showing a Search for System Administrator Record button.

The system administration match is fetched based on the following criteria:

  1. Email address: Users with the same email address are searched.
  2. First Name and Last Name: If an email address is not found, the user is matched based on First Name and Last Name.
  3. First Name: If a First Name and Last Name match is not found, users matching the first name are fetched.

The system match is displayed on the main screen, but users can still swap the match by clicking the Swap button. On clicking Swap, users will be navigated to the Search screen.

The Swap System Administrator Match page showing accepted student information and a suggested‑matches section with a selectable matched record, a No Available Match option, and a Show Record Search link. The top right showing Cancel and Swap buttons.

Users can view the application details submitted by the student applicant by clicking View Submitted Application.

The view submitted application panel showing applicant details for first name, last name, institution email, address, and date of birth, along with a files section listing uploaded documents with expand buttons and a completion‑requirements checkbox.

Users can also search using Show Record Search. They can search by entering the searching pattern, and data will be fetched from system administration.

The Swap System Administrator Match page showing accepted student information on the left and the System Administrator Record Match section on the right with suggested matches and a search field under All System Administrator Records. A filtered result row showing first name, last name, and university email. The top right showing Cancel and Swap buttons.

If they do not want to select any user, they can select the No Available Match radio button. Otherwise, they can select the searched user and click the Swap button. This will match the student application with the searched system administration match. On swapping, the tag for the user will be displayed as 'User Updated Match'.

The updated‑match section showing application information and system‑administrator match rows listing first name, last name, university email, and application term, along with a menu button on the matched‑record row. The top right showing the Verify button.

Similarly, administrators can search for a system administration record for a student applicant for whom the 'No Available System Match' tag is displayed by clicking the Search for System Administrator Record button.

The application‑record section for Blossom, Lily showing a no‑available‑system‑match label, application‑information row, and an empty system‑administrator‑match row, along with a Search for System Administrator Record button in the top right.

Once the administrator is satisfied with all the selected matches, they can click the Verify button. This will indicate that they are ready to merge the account. The button at the top right corner will display the count of students verified out of the total accepted students listed on this page. They can still swap the selection by clicking the Swap button, even after clicking Verify.

The Bulk Verify Application Records with System Administrator Records page showing a search field, match‑status filter dropdown, and sort dropdown, followed by updated‑match sections for two applicants. Each section showing application‑information rows and system‑administrator‑match rows, along with a verified indicator and a menu button on each matched‑record row.

Users can also use the available filters to filter the results.

On clicking the MERGE 2 OF 3 RECORDS button, the merge process will be initiated, and the user will be navigated to the previous screen along with a snackbar.

The Elementary Education Application 2025 page showing an application‑term dropdown, a winter 2023 submission‑status panel, an application‑details panel, and a winter 2023 student‑submissions table with acceptance‑status and merged‑record‑status fields, plus a Bulk Merge Acceptances button and a message bar showing that 2 student records are being merged.

The Merged Record Status column will reflect the status. Once merged, the student applicant's name will be replaced with the system administration match. The merged accounts can be swapped if required using the option available in the overflow menu.

The student‑submissions table showing rows for student name, email, acceptance status, and merged‑record status. A menu is open on one row showing the Swap System Administrator Match button.

Note: Once the accounts are merged with a system administration match, the Acceptance status for the student user cannot be changed. On clicking the student's name, the options to change the status will be hidden.

The review‑submission page showing an accepted‑status panel with notes and files tabs and an Add Note button, alongside an application‑details panel listing applicant fields, uploaded files with expand buttons, and a completion‑requirements checkbox. The top right showing the Done button.

If a student applicant tries to access the URL for a closed application, they will be presented with the following screen.

The message panel showing a notice that the application is not currently accepting submissions, with supporting text explaining that the Elementary Education Application 2025 is no longer accepting responses and directing users to contact an administrator for next steps.

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