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Program Intake Cohorts

Program Intake Cohorts efficiently process applications, evaluate candidates, and form cohorts for all programs. This feature streamlines the entire intake lifecycle, from application submission to cohort assignment, ensuring a consistent selection...

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

efficiently process applications, evaluate candidates, and form cohorts for all programs. This feature streamlines the entire intake lifecycle, from application submission to cohort assignment, ensuring a consistent selection process for your organisation's initiatives.

Accessing this feature

Go to Programs.

How to use it

The Program Intake Cohorts feature guides you through a structured process to manage your program cohorts effectively.

Create a New Intake

  1. From the Programs dashboard, click the Create New Intake button.

  2. Provide a unique name for the intake (e.g., "Accelerator Program 2024 - Q3 Intake"), select the associated program, and define the intake period (start and end dates for applications).

  3. Specify the maximum number of participants or cohorts this intake aims to accommodate.

Configure Intake Details

  1. After creation, access the intake's settings by clicking its name on the dashboard.

#### Visibility Settings

  1. Define whether the intake is public, private, or accessible via a direct link.

#### Automated Communications

  1. Set up automatic email notifications for application submission, status changes, and acceptance/rejection.

  2. Customise templates to reflect your organisation's branding and messaging.

#### Review Stages

  1. Configure the workflow for application review, including multiple stages (e.g., First Review, Interview, Final Selection) and assign reviewers.

#### Design the Application Form

  1. Within the intake's settings, go to the "Application Form" tab.

  2. Use the drag-and-drop interface to add various field types: text input, multiple-choice, file uploads, and conditional logic.

  3. Customise questions to gather relevant information pertinent to your program's criteria.

  4. Preview the form to make sure a seamless applicant experience.

Manage Applications

  1. As applications are submitted, they will appear in the "Applications" tab for the specific intake.

#### Review and Score

  1. Access each application to review submitted data, documents, and provide internal scores or comments.

  2. Assign applications to specific team members for review.

#### Status Updates

  1. Manually or automatically update application statuses (e.g., "Pending Review", "Under Consideration", "Accepted", "Rejected").

  2. This triggers configured automated communications.

#### Filtering and Search

  1. Use powerful filters to sort applications by status, score, submission date, or any custom field data.

  2. Search for specific applicants by name or email.

Form Cohorts

  1. Once applicants have been selected, go to the "Cohorts" tab within the intake.

  2. Select accepted applicants and assign them to new or existing cohorts.

  3. You can define cohort names and capacities.

  4. The system allows for easy drag-and-drop assignment or bulk actions to streamline cohort formation.

Communicate with Applicants

  1. Use the built-in communication tools to send targeted emails to individuals or groups of applicants based on their status or cohort assignment.

  2. Access communication history for each applicant directly from their profile.

Close the Intake

  1. Once the application period has ended and all selections are finalised, change the intake status to "Closed".

  2. This archives the intake, preventing further applications and making sure data integrity.

  3. Closed intakes remain accessible for historical data review and reporting.

Tips

  • Define Clear Criteria: Before opening an intake, establish precise eligibility and selection criteria. This makes sure consistent evaluation and reduces bias.

  • Regularly Monitor Applications: Periodically review incoming applications to identify potential issues or high-priority candidates early in the process.

  • Maintain Timely Communication: Respond promptly to applicant queries and make sure automated communications are clear and informative. This enhances the applicant experience.

  • Use Automation: Make the most of automated status changes and email templates to free up administrative time and maintain efficiency.

  • Synchronise with Program Delivery: Make sure the intake timeline aligns seamlessly with the start dates and resource allocation for your programs.

  • Conduct Post-Intake Review: After each intake closes, analyse its performance using the reporting features. Identify areas for improvement in the application process, communication, and selection criteria for subsequent intakes.

Need help?

For further assistance, contact us at [email protected]

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