Managing applications
Track every program you're applying to, on and off Artsume, in one place. What each status means, paste-a-link autofill, deadline reminders, and archiving.
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 tracker that holds both the programs you applied to through Artsume and the ones you are chasing elsewhere.
Your tracker
Open Applications from the left navigation. The header counts your applications and, when something is waiting on you, adds a note reading "3 need attention". The count covers three things: an application reading Action required, because the organization asked you for something; an acceptance waiting on your answer; and anything still in progress whose deadline is closing in.
Three controls narrow the list:
- Source, a segmented toggle for All, On Artsume, and External, each carrying a count.
- Status tabs: All, In progress, Submitted, and Decisions. Every application sits in exactly one of them.
- Provenance chips on each card, telling you where it came from: On Artsume if you applied here, Web listing if it came from a program Artsume found on an organization's own site or elsewhere on the web, or Added by you if you entered it yourself.
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.
What each status means
Every application carries one status, and the tab it lands in follows from it.
In progress
- Draft: an Artsume application you started but have not submitted.
- Preparing: a program you are tracking off Artsume and still assembling.
- Action required: the organization asked you for more information.
Submitted
- Submitted: successfully sent.
- Under review: the organization is reading it.
- Decision pending: review has finished and a decision is coming.
Decisions
- 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- Withdrawn: you pulled the application.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.
Organization
Applicant
Who sets the status
On an Artsume application the organization moves it through review and you watch it change. On a program you track off Artsume, you set the status yourself, because Artsume never sees what happened on someone else's site. How organizations score and decide is covered in Reviewing applications.
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.
Paste a link and let Artsume fill it in
At the top of the dialog is a field reading Paste a link to autofill. Drop in the URL of the program's own page, choose Autofill, and 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 application link. When the organization already has an Artsume profile, it links the two.
Autofill only ever fills empty fields. Anything you already typed is left alone.
It comes back with a short note about what it found. That note describes the page, not how sure Artsume is of it, so read the filled-in fields before you rely on them. If a link cannot be reached, or the page turns out to hold no program details, Artsume says so and you carry on by hand.
Paste-a-link autofill is part of Artsume Pro. The field is there for everyone. On the free plan, choosing Autofill opens the upgrade dialog instead of reading the page.
Or enter the details yourself
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, and a link to their form. Pick a starting Status from Preparing, Submitted, Accepted, Not selected, Withdrawn, or No response, and add private Notes for yourself.
Leave Remind me before the deadline switched on and Artsume emails you 7 days and 1 day before it closes. It is on by default.
The finished record lands under the External source, tagged Added by you.
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.
- You are notified, and the application reads Action required.
- Open it. An Information requests card lists each question, marked Awaiting your response, with a respond-by date when the reviewer set one.
- 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.
- Open the application and use its ⋯ More menu.
- Choose Archive. To bring it back, open the same menu and choose Unarchive.
Archived applications drop out of the tracker. To see them, add ?archived=1 to the tracker URL. Nothing is deleted, and reminders stop for anything archived.
Frequently Asked Questions
Related
- Applying to programs: find programs and submit strong applications
- Reviewing applications: how organizations score and decide
- Favorites: 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, including autofill
- Best practices: habits that make each application stronger