Inbox

Overview

 The Inbox is a brand-new feature within Communications.

It allows schools and colleges to connect their email inboxes directly into Admissions+, so all inbound admissions emails can be managed in one place, automatically linked to the correct student or applicant, and assigned to the appropriate member of staff.

You can connect multiple inboxes — for example, separate inboxes for Admissions, Sixth Form, and Parent Enquiries — and manage all of them from the same screen.

Why this was built

Before this update, admissions staff had to switch between Admissions+ and their email client (Outlook, Gmail, etc.) to handle parent and applicant enquiries. This led to:

• Important emails being missed or duplicated.
• No clear record of who had replied to which enquiry.
• Difficulty linking a conversation back to an applicant’s record.
• Workload visibility issues for team leads.

The Inbox solves these by pulling inbound emails directly into Admissions+, automatically linking senders to applicants where possible, and giving staff assignment and status tools to manage workload.

Where to find it

The Inbox is available as a new tab within Communications. A number badge beside the tab shows the total count of new messages across all connected inboxes. Expanding the dropdown shows the breakdown per connected inbox (e.g. Admissions, Sixth Form, Parent Enquiries).

How to connect an inbox

Inboxes are connected from within the Communications area. The process is self-service and takes about a minute per inbox.

Step-by-step

1. Open the Inbox dropdown. In the Communications area, click the Inbox tab and expand the dropdown.
2. Click ‘Connect new inbox’. This opens the Settings area where inbox setup takes place.
3. Enter the email address. Type the email address you want to connect to Admissions+.
4. Give the inbox a recognisable name. For example, "Admissions", "Sixth Form Enquiries", or "Parent Enquiries". This is the name staff will see in the Inbox dropdown.
5. Assign the relevant form or application area. Choose which form or application area this inbox relates to. This helps Admissions+ link inbound emails to the right context.
6. Click Connect. A verification code will be sent to the email address you entered.
7. Enter the verification code. Retrieve the code from the inbox you’re connecting, enter it in the field provided, and click Verify & Connect.
8. Confirm and save. Admissions+ will clearly indicate whether the inbox connected successfully. Once confirmed, save the setup.

You can connect as many inboxes as you need. Each is managed independently but they all appear in the unified Inbox view. 

Using the Inbox

Searching and filtering

At the top of the Inbox area there is a Search field. You can search by:

• Sender
• Student
• Subject
• Keywords

Filters are also available for:

• Email status — Open, Pending, Done, Unread.
• Staff assignment — show only emails assigned to a particular staff member.
• Link status - show only emails based on whether it's linked to an application or not

These tools make it much easier to manage workload and ensure enquiries are followed up efficiently.

Reading and replying to emails

Incoming messages appear on the left-hand side as a scrollable list. To read or reply to an email:

1. Click the message in the list. The full email appears on the right-hand side.
2. If the email is part of an existing thread, the full conversation history is shown.
3. Reply directly within Admissions+ — there is no need to switch into Outlook or Gmail.

Linked student information 

When the sender of an email is already linked to a student or applicant, Admissions+ automatically displays the relevant application information alongside the email, including:

• When the application was submitted
• Current offer status
• Important application milestones

An Open Application Record option lets staff jump directly into that applicant’s record without leaving the Inbox.

Linked contacts

Where the sender is a parent or guardian, the linked contact relationship is also displayed. For example, if parents sends an email and they are recognised as an applicant’s mother, that relationship is shown alongside the email. This gives staff much clearer visibility of family relationships and communication history.

Handling emails from unknown senders

If the sender of an email is not linked to a student or applicant, Admissions+ clearly indicates this and gives staff two options:

• Convert to enquiry — creates a new enquiry record in Admissions+ from the email.
• Link to existing applicant — manually attach the email to an applicant who is already in the system.

Why this matters

No inbound email gets lost. Even if Admissions+ doesn’t recognise the sender, staff can immediately turn the email into actionable data — either a new enquiry or a link to an existing applicant.

Assignment and status management

On the upper-right side of any open email, staff can:

• Reassign the email — transfer ownership to another team member, so the right person picks it up.
• Update the email status — mark messages as Open, Pending, Done, or Unread to track progress.

Used together, these controls help teams collaborate more effectively and keep communication workflows organised. 

Frequently asked questions

Can I connect multiple inboxes?

Yes. You can connect as many inboxes as your organisation needs — for example, separate inboxes for Admissions, Sixth Form, and Parent Enquiries. All inboxes appear together in the Inbox view, with a per-inbox breakdown available in the dropdown.

What happens if the sender is not in Admissions+ yet?

Admissions+ will clearly flag the email as coming from an unknown sender. Staff can then either convert the email into a new enquiry, or link it manually to an existing applicant record.

Do I still need Outlook or Gmail?

Not for inbound admissions emails connected via the Inbox. You can read full conversation threads and reply directly inside Admissions+. Your email client remains available for any communication outside admissions.

Who can see emails in the Inbox?

Visibility and the ability to send communications can be controlled in Settings & Compliance via Permissions & Safeguards. See the Settings & Compliance guide for details.

Where are inbox connections managed after setup?

Inbox connections are managed in the General section of Settings & Compliance, alongside default sender and reply-to email addresses.

A note from us

We hope this guide helps you get the most out of the new Inbox feature. Bringing inbound emails into Admissions+ is one of the biggest changes in this update, and we’re excited to see how it streamlines day-to-day enquiry management for your team.

If you have any questions, feedback, or feature requests, please reach out to your Applicaa contact — we always love hearing how schools and colleges are using the product.