The application profile: details, documents, and statuses
Last updated: October 27, 2026
Consolidated application-profile reference. Profile sections: Student Information (editable, notify school of changes), Application Information (program/accommodation/insurance/services), Chat Box/Live Chat (direct school/agency communication, centralized record), Documents (signed agreement, gross/net invoice, LoA) and File Sharing. Information sections shown when an application is opened (Student Information, Application Information, Live Chat). Documents and document management: Agreements, Gross Invoice, Net Invoice, Letter of Acceptance, update notifications, why upload in Edvisor. Application statuses: Pending, Processing, Accepted, Declined, with when to update and <48hr processing pro tip.
The application profile is a comprehensive view of student application details.
Student Information
Basic identification details from the student profile or application form.
Click Edit on Student profile to update. Notify the school of any changes after submission.
Application Information
Program details.
Accommodation.
Insurance.
Services.
Editable anytime, even after submission. Notify the school of changes promptly.
Chat Box
Dedicated direct communication channel with the school for this application.
Messages sent through chat appear in the school's Edvisor platform.
School replies appear in the application chat box.
All messages stored in one place.
Why use the chat box instead of external email:
Centralized record for the application.
Both sides have complete history.
Reduces confusion and lost information.
If the school doesn't respond through the chat, encourage them to. Mutual usage maximizes the system's value.
Documents
Four documents common to all applications:
Signed agreement.
Gross invoice.
Net invoice.
Letter of Acceptance (LoA).
File Sharing
Share and receive any additional documents specific to this application beyond the four standard ones.
Information sections
When an application is opened, three main information sections appear.
Student Information
All student fields configured in the application form (see How to edit the application form).
Application Information
Divided into:
Program Information. Course the student is applying to, plus start date, duration, and intensity.
Accommodation Information. Selected accommodation type, room type, bathroom type, meals per day, start and end dates.
If the agency or student didn't select accommodation, or no accommodation is available, this section appears empty.
Documents Management
Documents uploaded and managed within an application.
Document types
Document | Description |
|---|---|
Agreements | Terms & Conditions and Refund Policy signed by the student |
Gross Invoice | Student-facing invoice (uploaded by school) |
Net Invoice | Agency-facing invoice (uploaded by school) |
Letter of Acceptance | Acceptance letter, uploaded after registration is complete |
Update notifications
The Edvisor system notifies the school of any application updates by the agency:
New documents attached.
Modifications to start date or duration.
New messages in live chat.
Notifications can be filtered (see How to configure application notifications).
Why upload documents in Edvisor
Keeps all application records in one place for both school and agency. Both parties can access at any time.
Application statuses
Four statuses track an application's progress.
Status flow
# | Status | Meaning |
|---|---|---|
1 | Pending | Application received but not yet opened by school |
2 | Processing | School has opened it and is working on it |
3 | Accepted | Application complete: invoice and letter of acceptance uploaded |
4 | Declined | Student or school cancelled the application |
When to update
Pending → Processing. As soon as the school opens the application. This signals to the agency that work has begun, even if information is missing or pending.
Processing → Accepted. After uploading Net/Gross invoice and Letter of Acceptance.
Processing → Declined. If the student cancels for any reason (preserves the record).
Pro tip
In an Edvisor survey, 3,000+ agents reported that processing applications in less than 48 hours is extremely important. Schools with the fastest processing times are highly valued.