--- title: Restricting Enquiries description: This guide will help you restrict your enquiries from creating applications until you approve them and notify them. --- [Skip to content](https://helpdesk.applicaa.com/indies/restricting-enquiries#main-content) English Show submenu for translations ![APPLICAA\_LOGO-1024x350-4.webp\]](https://helpdesk.applicaa.com/hs-fs/hubfs/APPLICAA_LOGO-1024x350-4.webp?height=50&name=APPLICAA_LOGO-1024x350-4.webp) Open main navigation Close main navigation - English Show submenu for translations - [applicaa.com](https://www.applicaa.com/) [applicaa.com](https://www.applicaa.com/) How can we help you? - There are no suggestions because the search field is empty. 1. [Independent Schools' Knowledge Base](https://helpdesk.applicaa.com/indies?hsLang=en) 2. [Enquiries and Events](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en) 3. [Managing Enquiries](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en#managing-enquiries) # Restricting Enquiries ## This guide will help you restrict your enquiries from creating applications until you approve them and notify them. In this guide we will be looking at two separate ways to restrict your applications. - Enquiries Form - Entire year groups regardless of year of entry - General Settings - Specific year groups by year of entry **Editing your enquiry form** To change the settings on your enquiry form, On your dashboard, Go to ***Settings*** and select***Application Form.*** ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-07-35-9961-PM.png?width=241&height=479&name=image-png-Sep-13-2024-01-07-35-9961-PM.png) On the Account Creation phase, Go to ***step 1: Enquiry*** by either clicking on the word itself or the cog button on the right. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-08-57-1138-PM.png?width=688&height=146&name=image-png-Sep-13-2024-01-08-57-1138-PM.png) In this step, go to the ***“other settings”*** section by selecting it from the left-hand side menu or by scrolling down. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-08-22-3703-PM.png?width=688&height=321&name=image-png-Sep-13-2024-01-08-22-3703-PM.png) In this part of the section, this is where you can find the setting ***“Enquiries Need To Be Approved Before Starting An Application”***   - This setting can be toggled on or off. - When using this setting, Select the year groups for which you want to approve enquiries. Any omitted year groups will not require approval. - Turning the setting off will allow your enquiries to start their application immediately upon logging in. - By turning this setting on, once the parents create an account, an enquiry will be submitted. When they log into their profile, the option to start an application for the student will be locked until you approve them to proceed. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-10-06-7658-PM.png?width=688&height=275&name=image-png-Sep-13-2024-01-10-06-7658-PM.png) A note will then be displayed below saying *“Thank you for completing your enquiry form, we will be in touch with further information regarding the next stage of the process soon.”*   ***Changing the Enquiry status***   There are different ways to change the enquiry status of your applicants. The First option is from the***parent profile***, scrolling down and looking for the enquiry created on the right-hand side. From there you can change the enquiry status to *“pending” or “approved”*  *![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-10-58-5267-PM.png?width=688&height=399&name=image-png-Sep-13-2024-01-10-58-5267-PM.png)*  Another way to change the enquiry status is from the ***Enquiries table.***   Navigate to the ***Parents & Enquiries*** on the left-hand side menu bar and select enquiries, this will bring you to the enquiries table. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-12-06-0107-PM.png?width=403&height=365&name=image-png-Sep-13-2024-01-12-06-0107-PM.png) In this table, You can change the enquiry status individually or in bulk. Select the enquiry by ticking on the checkbox, once selected, The action buttons will then be displayed on top. Click on *Change enquiry status* and set it to *“pending” or “approved”.* ***![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-12-21-2830-PM.png?width=688&height=247&name=image-png-Sep-13-2024-01-12-21-2830-PM.png)*** Once you have updated the enquiry status and approved them, only then the parent will be able to start their application. ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-12-54-2313-PM.png?width=688&height=268&name=image-png-Sep-13-2024-01-12-54-2313-PM.png) A note will also be displayed saying ***“Available form: (year on entry)”***   **You will need to notify the parents that they can now start an application form, by either calling them to advise or emailing them.**     **General Settings - Student Year Group Mapping** Using the year group mapping means you are restricting the applicants from starting an application based on the year group. To enable this setting, Navigate to *settings*, Select *school settings* and click on *General settings* ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-24-22-4681-PM.png?width=237&height=490&name=image-png-Sep-13-2024-01-24-22-4681-PM.png) To enable the year group mapping, Toggle on the button below ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-02-19-59-6928-PM.png?width=688&height=239&name=image-png-Sep-13-2024-02-19-59-6928-PM.png) Once this setting is enabled, you can configure the mapping on the table. In this table, depending on the ***year group*** and ***expected year of entry.***   The year group which are ticked will be able to start an application to the corresponding year of entry. The unticked year groups will not be able to start an application form.  ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-25-08-6785-PM.png?width=688&height=264&name=image-png-Sep-13-2024-01-25-08-6785-PM.png)   **Configuring the General settings - Student Year Group Entry Lookup** You can also restrict enquiries by using the setting ***DoB forces Expected year group on entry.*** By having these settings on, When parents are completing the enquiry form, it will force the student to a year group depending on the combination of their date of birth and the expected year of entry. To enable this setting, Navigate to *settings*, Select school settings and click on *General settings* ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-16-58-0918-PM.png?width=237&height=490&name=image-png-Sep-13-2024-01-16-58-0918-PM.png) In General settings, go to the section *Student year group Entry lookup.* Here, You can enable the setting ***Force year group*** and ***Show year group DOB table.*** ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-17-51-2989-PM.png?width=688&height=157&name=image-png-Sep-13-2024-01-17-51-2989-PM.png) To create a new year group DOB lookup table, click on the “+ new year group DOB lookup” button found on the top right of the table. A window will pop out and require you to fill out the fields, Enter the details for ***Date from and Date to***, ***expected year of entry*** and ***Target year group*** then click on "Save" ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-18-21-1634-PM.png?width=499&height=444&name=image-png-Sep-13-2024-01-18-21-1634-PM.png) In editing the table, ensure that you are entering the correct details into the corresponding field. ***Date from*** and ***Date to*** - range of the year for the date of birth ***Year group on entry******-*** expected year group on entry for the following years ***Year of entry -*** the expected school year on entry To make changes in the table, Just click on the empty spaces that have a broken underline. For the setting Date from and Date to, you can set the range for forcing the year group by adjusting the date of birth. Following that, select the ***year group*** and input to the corresponding ***year of entry.*** ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-19-48-1876-PM.png?width=688&height=392&name=image-png-Sep-13-2024-01-19-48-1876-PM.png) Once you have these settings set up, when a parent is filling out the enquiry form and selects the year of entry & sets the date of birth, it will force the student to a year group based on the lookup table you have set: ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-20-19-7803-PM.png?width=688&height=529&name=image-png-Sep-13-2024-01-20-19-7803-PM.png) By clicking on the calendar on the date of birth field, It will display the projected entry points. Here you can see the year of entry and expected year group based on the date of birth of the student: ![](https://helpdesk.applicaa.com/hs-fs/hubfs/image-png-Sep-13-2024-01-21-14-6235-PM.png?width=417&height=460&name=image-png-Sep-13-2024-01-21-14-6235-PM.png)   - [Getting started](https://helpdesk.applicaa.com/indies/getting-started?hsLang=en#main-content) - [First Impressions](https://helpdesk.applicaa.com/indies/getting-started?hsLang=en#first-impressions) - [Profiles](https://helpdesk.applicaa.com/indies/getting-started?hsLang=en#profiles) - [Customisation in Detail](https://helpdesk.applicaa.com/indies/getting-started?hsLang=en#customisation-in-detail) - [Initial Usage Information](https://helpdesk.applicaa.com/indies/getting-started?hsLang=en#initial-usage-information) - [Enquiries and Events](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en#main-content) - [Managing Enquiries](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en#managing-enquiries) - [Creating and Managing Events](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en#creating-and-managing-events) - [Interviews](https://helpdesk.applicaa.com/indies/enquiries-and-events?hsLang=en#interviews) - [Reporting and Communication](https://helpdesk.applicaa.com/indies/reporting-and-communication?hsLang=en#main-content) - [Reporting on Admissions+ Data](https://helpdesk.applicaa.com/indies/reporting-and-communication?hsLang=en#reporting-on-admissions-data) - [Email Communication](https://helpdesk.applicaa.com/indies/reporting-and-communication?hsLang=en#email-communication) - [Insights Area](https://helpdesk.applicaa.com/indies/reporting-and-communication?hsLang=en#insights-area) - [Communications](https://helpdesk.applicaa.com/indies/reporting-and-communication?hsLang=en#communications) - [Offers and Post Acceptance](https://helpdesk.applicaa.com/indies/offers-and-post-acceptance?hsLang=en#main-content) - [Offer Contract Phase](https://helpdesk.applicaa.com/indies/offers-and-post-acceptance?hsLang=en#offer-contract-phase) - [Post Acceptance](https://helpdesk.applicaa.com/indies/offers-and-post-acceptance?hsLang=en#post-acceptance) - [Integrations & Additional Settings](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#main-content) - [Staff Settings & Permissions](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#staff-settings-permissions) - [Additional Settings](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#additional-settings) - [Integrations](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#integrations) - [SIMS Integration](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#sims-integration) - [iSAMS Integration](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#isams-integration) - [Arbor Integration](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#arbor-integration) - [Bromcom Integration](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#bromcom-integration) - [SIMS Sync](https://helpdesk.applicaa.com/indies/integrations-additional-settings?hsLang=en#sims-sync) - [Bursary+](https://helpdesk.applicaa.com/indies/bursary?hsLang=en) [![Chill listening crop-3](https://helpdesk.applicaa.com/hs-fs/hubfs/APPLICAA_LOGO-1024x350-4.webp?width=70&height=24&name=APPLICAA_LOGO-1024x350-4.webp "Chill listening crop-3")](http://applicaa.com) applicaa.com Copyright © 2025, Applicaa Ltd