Managing Applications#

Learn how to track, update, and manage your applications on Artsumé. This guide covers everything from checking application status to communicating with organizations.

Introduction#

After submitting applications, effective management helps you stay organized, respond to requests, and track your progress. This guide covers all aspects of managing your applications on Artsumé.

Prerequisites#

Before managing applications, you should have:

• At least one submitted application
• Access to your Artsumé account
• Understanding of application statuses
• Email notifications enabled (recommended)

Step 1: Access Your Applications#

1. Log in to your Artsumé account
2. Navigate to "My Applications" from your dashboard
3. You'll see a list of all your applications

Application List View#

Your applications are displayed with:

• Opportunity Name: Name of the opportunity
• Organization: Organization offering the opportunity
• Status: Current application status
• Submitted Date: When you submitted
• Deadline: Application deadline
• Last Updated: Most recent activity

Step 2: Understand Application Statuses#

Applications move through different statuses:

Status Types#

• Draft: Application started but not submitted

  • You can still edit and complete
  • Not visible to the organization

• Submitted: Application successfully submitted

  • Waiting for organization review
  • May be editable depending on opportunity settings

• Under Review: Organization is reviewing your application

  • Review process is underway
  • May take weeks or months

• Shortlisted: Selected for further consideration

  • Congratulations! You're being considered
  • May require additional materials or interviews

• Accepted: You've been selected!

  • Congratulations! Follow organization's next steps
  • May need to confirm acceptance

• Not Selected: Application not successful

  • Don't be discouraged - keep applying
  • Use as a learning opportunity

• Withdrawn: You withdrew your application

  • Application is no longer active
  • Cannot be resubmitted

Step 3: View Application Details#

Click on any application to view full details:

1. Application Overview: Summary of your application
2. Status Timeline: History of status changes
3. Application Content: Your submitted responses and materials
4. Portfolio Works: Works you included
5. CV Information: CV sections you included
6. Documents: Uploaded documents
7. Messages: Communication with the organization (if applicable)

Status Timeline#

View the history of your application:

1. Scroll to "Status Timeline" section
2. See all status changes with dates
3. View any notes or messages from the organization

Step 4: Update Draft Applications#

For applications still in draft:

1. Find the draft application in your list
2. Click "Continue Application"
3. Complete any missing sections
4. Review and submit when ready

Step 5: Edit Submitted Applications#

Some opportunities allow edits after submission:

1. Open a submitted application
2. Look for "Edit Application" button (if available)
3. Make your changes
4. Save updates

Step 6: Respond to Requests for More Information#

Organizations may request additional information:

1. Check your email for requests
2. Or check the application page for messages
3. Click "Respond to Request"
4. Provide the requested information
5. Upload any required documents
6. Submit your response

Types of Requests#

• Additional Materials: More portfolio works, documents, etc.
• Clarifications: Questions about your application
• Interviews: Scheduling interview times
• Confirmations: Confirming your interest or availability

Step 7: Withdraw Applications#

If you need to withdraw an application:

1. Open the application
2. Click "Withdraw Application"
3. Confirm withdrawal
4. Optionally provide a reason

When to Withdraw#

• You've accepted another opportunity that conflicts
• You realize you're not eligible
• You no longer want to participate
• Personal circumstances have changed

Step 8: Track Application Deadlines#

Stay on top of deadlines:

1. View "Upcoming Deadlines" on your dashboard
2. Set calendar reminders for important dates
3. Use the deadline filter in "My Applications"
4. Submit well before deadlines

Deadline Management Tips#

• Submit Early: Aim for 24-48 hours before deadline
• Time Zones: Be aware of deadline timezones
• Buffer Time: Allow time for technical issues
• Reminders: Set multiple reminders (1 week, 3 days, 1 day before)

Step 9: Monitor Application Activity#

Stay informed about your applications:

Email Notifications#

Enable email notifications for:

• Status changes
• Requests for information
• Important updates
• Deadline reminders

In-App Notifications#

Check your notifications bell for:

• Application status updates
• Messages from organizations
• Deadline reminders
• Other important updates

Step 10: Export Application Information#

Export your application data:

1. Go to "My Applications"
2. Click "Export" (if available)
3. Choose export format:
   • CSV: Spreadsheet format
   • PDF: Document format
4. Select date range or applications
5. Download your export

Step 11: Handle Accepted Applications#

Congratulations! If your application is accepted:

1. Read Carefully: Review all acceptance details
2. Confirm Acceptance: Respond to confirm your participation
3. Next Steps: Follow organization's instructions
4. Timeline: Note important dates and deadlines
5. Requirements: Understand what's expected of you

Acceptance Checklist#

• Read acceptance letter/email thoroughly
• Confirm acceptance by deadline
• Note important dates and requirements
• Prepare any required materials
• Update your calendar
• Notify other opportunities if needed (if exclusive)

Step 12: Learn from Not Selected Applications#

If your application isn't selected:

1. Don't Take It Personally: Rejection is part of the process
2. Reflect: Consider what you might improve
3. Ask for Feedback: Some organizations provide feedback
4. Keep Applying: Don't let one rejection stop you
5. Stay Positive: Each application is a learning experience

Improving Future Applications#

• Review your application materials
• Get feedback from peers or mentors
• Refine your portfolio
• Update your CV
• Improve your writing
• Research opportunities more carefully

Application Management Best Practices#

Organization#

• Regular Check-ins: Review applications weekly
• Status Tracking: Keep notes on application statuses
• Deadline Calendar: Maintain a calendar of deadlines
• Follow-ups: Note when to follow up if needed

Communication#

• Professional: Always communicate professionally
• Prompt: Respond to requests quickly
• Clear: Be clear and concise in communications
• Grateful: Express gratitude when appropriate

Record Keeping#

• Save Confirmations: Keep email confirmations
• Document Decisions: Note why you applied or withdrew
• Track Outcomes: Learn from results
• Update Materials: Keep portfolio and CV current

Examples#

Example: Application Management Workflow#

Week 1: Submit 3 applications

• Application A: Submitted
• Application B: Submitted
• Application C: Draft (complete by end of week)

Week 2: Check statuses

• Application A: Under Review
• Application B: Under Review
• Application C: Submitted

Week 3: Receive updates

• Application A: Shortlisted (respond to request)
• Application B: Under Review
• Application C: Under Review

Week 4: Results

• Application A: Accepted! (confirm and prepare)
• Application B: Not Selected (reflect and learn)
• Application C: Under Review

Example: Status Change Notification#

Email Subject: "Your Application Status Has Changed"

Content: "Your application to 'Emerging Artist Grant 2024' has been updated to 'Shortlisted'. Please check your application for next steps."

Action: Log in, review application, respond to any requests

Troubleshooting#

Next Steps#

After managing your applications:

1. Keep Applying: Don't stop at one application
2. Stay Organized: Maintain your application tracking system
3. Learn and Improve: Use each experience to improve
4. Network: Build relationships with organizations
5. Read More Guides:
   • Applying to Opportunities
   • Best Practices

Related Resources#

• Application Dashboard
• Notification Settings
• Application Tips

Effective application management helps you stay organized and responsive. Keep track of your applications, respond promptly to requests, and learn from each experience. Good luck with your applications!