Overview

The withdrawal process provides applicants with a convenient method to step back from the admission journey. Applicants can check their status on the dashboard and initiate their withdrawal effortlessly. Automated email notifications ensure smooth communication throughout the process.

Core Functionalities

Institute View

1. Navigate to Payment Manager

• Go to the Withdrawal Request Manager.

2. View Withdrawal Requests

• Check details of applicant withdrawal requests.

3. Manage Requests

• Click on the Settings icon under the "Action" column.

• Options available:

• View Details: See applicant-provided information.

• View Purchase Summary: Check payment history.

• Mark Request Status:Now you can mark the status for the applicant based on whether we want to approve, reject, or process. All the Fields inside the “Mark Request Status” are mandatory.

1. Approve: The request is approved, and the amount will be refunded.

2. Reject: The request is denied, and no refund will be processed.

3. Processed: The refund has been successfully transferred.

Email Notifications: Applicants receive automated emails upon status updates by clicking on Yes in the confirmation dialog box.

• View Application:Clicking on "View Application" redirects to the Application Manager with the specific application filtered.

Applicant View

1. Initiate Withdrawal Request

• Click the Withdraw Fee button on the dashboard.

• A withdrawal form appears for required details.

2. Confirmation Message

• Once submitted, a confirmation message is displayed.

Benefits of Withdrawal Process

• User-Friendly: Applicants can initiate withdrawals easily.

• Automated Notifications: Reduces manual communication effort.

• Efficient Fee Management: Ensures a transparent refund process.

Email Templates for Withdrawal Status Updates

1. Request Acknowledgment (Upon submission)

• Confirms receipt of the withdrawal request.

Dear <Applicant Name>,

We have received the withdrawal request for the Acceptance Fees paid against the <Application No.>  with reference to the application filled for <Form Name>, <Institute Name>.

Admission team is looking into it and will get back to you shortly.

Thanks,

Admission Team

<Institute Name>

2. Approval Notification

• Notifies applicants that their request has been approved.

Dear <Applicant Name>,

Your withdrawal request for the Acceptance Fees paid against the <Application No.>  with reference to the application filled for <Form Name>, <Institute Name> has been approved.

Please feel free to connect to the institute in case of any concerns.

Thanks,

Admission Team

<Institute Name>

3. Processing Notification

• Informs applicants that their refund is being processed.

Dear <Applicant Name>,

Your withdrawal request for the Acceptance Fees paid against the <Application No.>  with reference to the application filled for <Form Name>, <Institute Name> has been processed.

Please feel free to connect to the institute in case of any concerns.

Thanks,

Admission Team

<Institute Name>

4. Rejection Notification

• Notifies applicants if their request has been rejected.

Dear <Applicant Name>,

Your withdrawal request for the Acceptance Fees paid against the <Application No.>  with reference to the application filled for <Form Name>, <Institute Name> has been rejected.

Please feel free to connect to the institute in case of any further concerns.

Thanks,

Admission Team

<Institute Name>

 Note:

1) The email content which is sent to the applicant can be updated based on requirement.

2) In the Fees drop down only the Fees paid by the applicant will be shown which makes it easier for them to select.

Special Business Use Cases

• You can streamline fee refunds without manual follow-ups.

• Ensures compliance with refund policies while maintaining transparency.

Conclusion

The withdrawal process ensures a smooth and efficient way for applicants to request refunds. Automated communication and easy request handling make it a seamless experience for both you and applicants.