See what online applications change at your institution
Before vs. after adding online applications to iVake
Where you are today
Holding you back
Paper forms and photocopies
Families print the form, fill it in by hand, attach photocopies and bring it to the office during working hours.
Pain point
Documents in scattered messages
Marksheets and certificates arrive over email and WhatsApp in several parts, with file names nobody can match to an applicant.
Pain point
Silence after submission
Families hear nothing for weeks after applying, so they ring the office to ask whether the form even arrived.
Pain point
Forms that need a computer
A PDF form that cannot be filled in on a phone sends families looking for a computer or a cyber cafe.
Pain point
- 3+Places one application is kept
- 2+Times applicant details are typed
- WeeksBefore a family hears back
Your institution, transformed
Everything connected
One online form per programme
Conditional fields and eligibility rules for each programme, filled in on a phone and submitted in one go.
Solved
Documents checked on arrival
Uploads and DigiLocker documents are matched against your requirement list before a person opens the file.
Solved
Updates families can see
Applicants hear on WhatsApp, SMS or email as the application moves, so the office phone stays quiet.
Solved
Enrolled without retyping
The confirmed applicant becomes the student on the same record, with nothing keyed in again.
Solved
- 1Record from application to enrolment
- 0Details typed twice
- 1Queue for every application
Ready to make the switch? See how it works for your institution.
Keep families going until the form is submitted
Every half-finished form is a family that wanted to apply and gave up. A form that works on the phone they already hold, and asks only what the programme needs, keeps them going to the end.
- An online form for each programme, filled in on a phone instead of on paper
- Applicants can save a partly filled form and come back to finish it
- A checklist confirms each document as it uploads, and DigiLocker files arrive signed
Answer the status question before it is asked
When families can see where their application stands, they stop ringing to ask. Every step from received to decided is recorded, and a message goes out when it happens.
- Each stage, from received to offer, recorded on the applicant’s timeline
- Status updates by WhatsApp, SMS or email as the application moves
- Missing or mismatched documents requested in the applicant’s own language
Look organised from the very first form
The application form is the first part of your institution a family actually uses. A clear form that confirms what it received tells them the office is organised.
- Your institution’s name, logo and programmes on the form, not a generic portal
- A confirmation with an application number as soon as the form is submitted
- Forms, messages and replies in the language the family uses
Online application features
Everything you need to manage student applications effectively
Programme forms
A form per programme, with conditional fields and eligibility rules.
Document checks
Uploads and DigiLocker documents matched against your requirement list.
Applicant updates
Status messages on WhatsApp, SMS or email as the application moves.
Fees at application
Fees paid by UPI, card or net banking, with the receipt issued on the spot.
Funnel reports
Conversion at every stage, by source, campaign, programme and counsellor.
Merit lists & waitlists
Ranked lists from your merit rules, with waitlists promoted automatically.
Role-based access
Staff see the programmes and campuses they are responsible for.
Audit trail
Every review, decision and change logged with who made it and the previous value.
Frequently asked questions
Get answers to common questions about online applications
Can we use a different application form for each programme?
Yes. Each programme has its own form, with conditional fields, eligibility rules and its own list of required documents, and every form feeds the same admissions queue.
What happens when a programme is full?
Seats are held in a seat matrix by programme, quota and category. Once seats are taken, applicants join a waitlist, and a seat that opens up moves the next person forward with a fresh offer expiry.
Can an admissions committee look at the same applicant?
Yes. Notes and decisions from everyone who reviews an application are recorded against the applicant, and access is limited by programme, campus and role, so each reviewer sees only what they should.
Does anyone retype the applicant’s details at enrolment?
Nothing is exported or retyped. The confirmed applicant becomes the student on the same record, and enrolment number, section, hostel, transport and ID card come from data already collected.
Is the fee paid online as part of applying?
Yes. An application fee can be collected with the form, and offers go out with a fee plan and a payment link. Payments by UPI, card or net banking post to the fee ledger, with a receipt issued when the gateway confirms.
How do applicants hear the outcome?
Document requests, offers and other decisions go out on WhatsApp, SMS or email, and each message is logged against the applicant. Offers carry an expiry date and a payment link.
Can we see where applicants drop out?
Yes. The admission funnel shows conversion at every stage by source, campaign, programme and counsellor, with cost per enquiry, per application and per enrolled student.
Can we bring in applications received on paper or through another system?
Yes. Applications and enquiries from spreadsheets or older systems are imported with their source and stage, and then follow the same process as applications submitted online.
How does DigiLocker verification work for applicants?
The applicant consents and shares documents such as Class 10 and 12 marksheets straight from DigiLocker. Each arrives with the issuer’s signature intact, and iVake flags any name, board, roll number or year that does not match the form.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily- Built for the DPDP Act
- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsA form for each entry class, filled in on a parent’s phone
UniversitiesOne application queue across campuses and programmes
Degree collegesProgramme forms with DigiLocker marksheet checks
ITIs, polytechnics & skill centresApplications for batches taken all year round
Playschools & pre-primaryA short form for parents, with guardian details
Professional collegesMerit lists from your rules, with waitlists promoted automatically
Integrations, comparisons & tools
Extend online applications with integrations, see how iVake compares, and run the numbers
Related features
Admission Management
Enquiries, counselling, merit lists and offers on the record that becomes the student.
Education CRM
Enquiries from every source in one queue, with the campaign that produced each.
Student Management
One student record from enquiry to alumni, read by every module.
Online Fee Payment
UPI, cards and net banking, with the receipt issued when the gateway confirms.
Document Management
Uploaded and DigiLocker documents kept against the right record.
Course Management
Programmes, seats and sections set up once and read by the application form.
More in daily operations
Explore other features in this category
Ready to transform your application process?
See how iVake turns an online application into an enrolled student, so your admissions office spends its time on families instead of paperwork.
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