Managing applications

Applying is half the work. Once the materials are out the door you need one honest view of where everything stands. Artsume gives you a single list that holds both the programs you applied to through Artsume and the ones you are chasing elsewhere.

Your list

Open Applications from the left navigation. The header counts what matters: "3 to do · 2 waiting for an answer".

The list has three groups:

• To do: applications you have not sent yet, and open programs you saved and have not started.
• Waiting for an answer: applications you sent, with no decision yet.
• Results: applications with a decision.

Each row carries one chip that tells you where the application lives: On Artsume if you apply here, the name of the website (such as submittable.com) if you apply on the organization's own form, By email if the organization takes applications by email, or Added by you if you entered it yourself with no link.

Each row also carries the one action that makes sense for it: Continue on something in progress, Respond on an acceptance, and View on everything else.

When you open a form on another website, Artsume cannot see what happens there. So the list asks you: Did you send your application? Later it asks Did you get an answer? One click answers each question and moves the application to the right group.

What each status means

Every application carries one status, and the group it lands in follows from it.

To do

• Saved: an open program you saved, with no application yet.
• Draft: an Artsume application you started but have not submitted.
• Not sent yet: an application you send on another website and have not sent.
• Action required: the organization asked you for more information.

Waiting for an answer

• Submitted: successfully sent.
• Under review: the organization is reading it.
• Decision pending: review has finished and a decision is coming.

Results

• Accepted: you are in.
• Not selected: this one did not go your way.
• No response: the window closed without a decision reaching you. You set this yourself on programs you track off Artsume.
• Withdrawn: you pulled the application.

The organization sees the same application under its own vocabulary, because the two of you need different words for the same moment.

Example

Organization

Ready to decide

Applicant

Under review

Add a program you found elsewhere

Not every program you chase lives on Artsume. Track the rest here so your deadlines stay in one place.

Choose Add application and the Add an application dialog opens.

Start with the link

The dialog asks for one thing first: the Link to the application. Paste the address of the program's own page and choose Continue.

• If the program is already on Artsume, the dialog shows it. Choose Add and the application is in your list.
• If it is not, Artsume reads the page and fills in what it finds: the organization, the program name, the type, the location, the deadline, the expected decision date, the fee, and the link. When the organization already has an Artsume profile, it links the two. Read the filled-in fields before you rely on them.

If a link cannot be reached, or the page holds no program details, Artsume says so and you carry on by hand. The link step is free for everyone.

Or enter the details yourself

Choose No link? Enter the details. Organization and Program are the only required fields. The organization field searches Artsume as you type, and you can type a name that is not on Artsume and keep it as plain text, or request a profile from that same field.

Everything else is optional: program type, location, deadline, an expected decision date, the application fee, a link to their form, and private Notes for yourself.

A new application starts in To do. If you sent it already, switch on I sent it already and give the date, and it starts in Waiting for an answer.

Artsume emails you before the deadline of an application you have not sent. You do not set a reminder.

The workspace for a program you track yourself

Open any external application to reach its workspace, titled with the program itself. This is your staging area.

• The Status card holds a Preparing to Submitted to Decision stepper. At the Decision step you pick the outcome: Accepted, Not selected, No response, or Withdrawn. Every change is written to the timeline.
• About this program carries what Artsume knows about it.
• Materials gathers what you need to send: your CV as a PDF with the sections you choose, portfolio works, and your statement. All of it comes from your Artsume profile, so what you send stays in step with what you keep current.
• A Checklist tracks the pieces you still owe, with a count of what is done.
• Notes & activity keeps one running timeline. Your notes and every status change sit in it together.
• The rail holds Key details, the Source it came from, and your Reminders.

At the top, Open application portal jumps to their site when you have saved a link, and an application you added yourself gets an Edit button.

Applications you submitted through Artsume

For an Artsume application, the detail page is your record of what you sent.

• A draft reopens the application so you can keep working.
• After you submit, Application questions shows your submitted responses, read-only, exactly as the organization received them. A later edit to the organization's form never rewrites what you see.
• If a reviewer needs more from you, the application moves to Action required and a banner appears at the top of the page.

Respond to a request for more information

A stalled request holds up your review, so do not let it sit.

1. You are notified, and the application reads Action required.
2. Open it. An Information requests card lists each question, marked Awaiting your response, with a respond-by date when the reviewer set one.
3. Write your answer in the card and choose Submit Response. The request flips to Responded and your answer stays on the page underneath it.

Requests like this only happen on Artsume applications. An organization cannot ask about an application it never received.

Withdraw, and reapply if you change your mind

While an application still reads Submitted, a Withdraw button sits in its side panel. Withdrawing takes it out of the organization's review. Once review has actually started, the button is gone.

Withdrawing is not necessarily the end of it. If the program is still accepting applications, its page offers Reapply, which reopens the same application as a draft with all your answers still in it. You edit and resubmit rather than starting over. Two things close that door: the program closing, and the organization releasing a decision.

Each program accepts one application per person, which is why reapplying reuses your original rather than making a second one.

Archive to keep the list clean

Once something is fully resolved, archive it.

1. Open the application and use its ⋯ More menu.
2. Choose Archive. To bring it back, open the same menu and choose Unarchive.

Archived applications drop out of the list. To see them, choose Archived at the bottom of the list. Nothing is deleted, and reminders stop for anything archived.

Related

• Applying to programs: find programs and submit strong applications
• Reviewing applications: how organizations score and decide
• Saved: the programs you saved but have not started
• Creating your CV: the CV that feeds your application materials
• Artsume Pro: what the paid plan adds
• Best practices: habits that make each application stronger