The Notifications tab lets you stay on top of document uploads by sending automatic email alerts when students or agents upload new files for review.
This helps admissions officers respond quickly to newly submitted documents - reducing delays, improving applicant experience, and supporting timely offer decisions.
Go to Applications (active) > Setup> Notifications:
1. Frequency
You can choose how often notification emails are sent:
Emails every 10 minutes (between 08:00 and 18:00) Mon to Fri
Half-hourly emails (between 08:00 and 18:00) Mon to Fri
Hourly emails (between 08:00 and 18:00) Mon to Fri
Emails every 4 hours (sent at 08:00, 12:00 and 16:00) Mon to Fri
Daily emails (sent at 16:00) Mon to Fri
⚠️ This ensures you’re not overwhelmed, while still being alerted at a pace that suits your workflow.
2. Recipients
You can add one or more email addresses to receive the notifications. Each recipient will get an email summarising the new documents uploaded during the selected timeframe.
To add a recipient:
Click "add a new recipient"
Enter their email address
Click the bin icon to remove a recipient
3. Status
Toggle the On/Off button to enable or disable email notifications altogether.
Notifications Log
On the right-hand side of the screen, you’ll see a Notifications Log that shows:
When each alert was sent
Which email addresses received it
This is useful for auditing and troubleshooting.
Why Use This?
By setting up these notifications, you:
Never miss a newly uploaded document
Avoid manual checking of applications
Ensure your team can act promptly, reducing applicant waiting times
FAQs
Q. Can I receive notifications outside of working hours or on weekends?
A. No. All notifications are sent only between 08:00 and 18:00, Monday to Friday. This ensures that alerts arrive during normal working hours when staff are available to act on them.
Q. Will I get an email if no new documents are uploaded?
A. No. Notification emails are only sent when one or more new documents have been uploaded during the selected timeframe. If there’s nothing new, no email is sent.
Q. Can different staff members have different notification frequencies?
A. No. The frequency setting applies globally to all recipients listed. All listed emails will receive notifications at the same selected frequency.
Q: Will I receive an email every time it runs (e.g. every 10 minutes)?
A: No. Although it checks every 10 minutes, you'll only be notified when a new document is uploaded. If you've already been notified about a document, you won’t receive another alert for it.
Q. Can I edit an existing recipient’s email address?
A. No. To change an address, delete the existing one using the bin icon 🗑️ and add the new address as a new recipient.
Q. Do the notifications show the actual documents?
A. No. The notification email contains a summary with links, not the documents themselves. Officers must log in to APS to review and process the files.
Q. How do I know if a notification was successfully sent?
A. Check the Notifications Log on the right-hand side of the screen. It lists:
The date and time the alert was sent
The email addresses it was sent to