Here's a step by step guide along with a video for you:
Updating Application Information
After adding your applications to your list you will be able to find the applying universities on the Applications tab that you or your counselor have added. Once you have found the university that you want to update, click on the chevron button and you will be able to find the following details.
· Application Round
· Application Deadline
· Likelihood
· Scholarship
· Documents sent by the counselor
Note:
The label previously shown as "LOR Uploaded" on the Applications page has now been updated to "LOR Requested" as shown in the screenshot above.
This change better reflects the information displayed, as the count represents the number of recommendation requests raised to teachers (recommenders added), rather than completed recommendation letter uploads.
The Applications page is categorised into 4 delivery methods based on the applications added.
UK DA applications
DA
Common App
Other portals
Once the application is added to the applying list, it will be shown under the "In Progress" tab. You can click on the chevron on the right to view details like the study mode, likelihood, start date, round and so on. To remove an application click on the 3 dots and select "Delete Application".
United Kingdom-Direct Apply (UK-DA)
To complete the DA applications, click on "Complete application" to fill in the details.
Direct Apply (DA)
To fill in all the required details, click on "Complete Application". You can also click on the 3 dots on the right to change the delivery method.
Common App (CA)
If you haven't linked your common app yet, you can do so by clicking on "Link Common App" and it will redirect you to a page where you can request LORs too. Now, apart from requesting LORs, you can also request transcripts from your counselors.
Also, to change the delivery method from the Common app to any available platforms added by the university, click on "Change portal" to make any changes.
UCAS
If you are planning to submit your applications through UCAS, click on the "Submit on UCAS" button. This will redirect you to the UCAS portal, where you can log in using your credentials to complete and submit your application.
Please note:
If you have UCAS applications in your applying list, the "Submit on UCAS" button will be visible on the application page.
Once all your applications have been submitted, this button will be replaced by the "Track on UCAS" button, allowing you to monitor the status of your submissions.
Other Portals
For universities that accept applications through other means, such as their own application portal or through other national/centralised portals, students should select this option.
Submitted Applications
All the submitted applications would show up under the "Submitted" tab and the students can track their applications based on the application portal chosen at the time of submitting the applications. Once the students have received their results they can update the application status/results under the "Submissions" tab.
The table below shows the different result categories for each delivery portals.
Common App
Result |
|
Pending | Application being reviewed |
Guaranteed Transfer | Students will attend another college for one to two years, and fulfil certain credit, course, and grade point average requirements before they can apply as transfer students and have a guaranteed spot at the University |
Accepted by university | Accepted to the University, but will need to meet certain criteria in order to enrol. |
Denied | Application rejected by University |
Withdrawn | Application withdrawn |
Spring Admissions | Students are admitted to a school for the spring semester |
UCAS
Result | Student decision |
Pending | Application being reviewed |
Conditional offer | Offer accepted firm/Offer accepted insurance |
Unconditional offer | Offer accepted firm/Offer accepted insurance |
Unsuccessful | Not applicable |
Withdrawn | Not applicable |
Others
Result |
|
Pending | Application being reviewed |
Conditional Offer | Offer accepted firm/Offer accepted insurance |
Unconditional Offer | Offer accepted firm/Offer accepted insurance |
Denied | Application rejected by University |
Withdrawn | Application withdrawn |
Spring Admissions | Students are admitted to a school for the spring semester |
Unsuccessful | Application rejected by university |
All portals - Student statuses to Enrolment mapping
Enrolment |
Attending |
Waitlisted |
Deferred by university |
Deposit paid |
Note: If you cannot find the college you want to update, it means it has not been added to your Applying List yet. The college must be in your Applying List before you are able to update the college with your application result.
The tab on the top gives the students important information related to the application deadlines, the number of DA applications added to the application list, submitted applications and if there are any details that are missing in the submitted applications. The students can click on the "Download" button to get detailed information about all their applications that will help them to review or make any changes to their applying list.
How to Update a Student's Attending Status
Navigate to the student's profile from the Students List page.
Scroll to the Enrollment section within the student's profile.
Locate the university the student is attending.
Click the status dropdown next to that university entry.
Select Attending from the dropdown options.
The status will be saved automatically. A confirmation indicator will appear once the update is successful.
Note: Only one university can hold the Attending status at a time. If you set a new university to Attending, the previous Attending status will be automatically cleared.
What is new?
Course Details Unavailable Error
Course Details Unavailable Error
Some students encountered a "Course details are currently unavailable" error message when opening applications that were linked to specific majors or courses. This prevented students from viewing course information within their application entry.
The issue was caused by a data retrieval problem affecting certain linked course records. Course details now display correctly for all linked majors and courses within applications.
If you still see this error for a specific course, contact Chat with Cialfo with the student name, university, and course name.
Attending Status Could Not Be Updated
Attending Status Could Not Be Updated
An issue was encountered in Dec 2025, where counselors were unable to update a student's Attending status in the Enrollment section. When attempting to change the status, the update either did not save or reverted to the previous value after page refresh.
This issue has been resolved. Counselors can now successfully update the Attending status in Enrollment, and changes are saved and persisted correctly.
How to troubleshoot?
The Attending option does not appear in the dropdown
The Attending status is only available once the student has a confirmed offer recorded in their profile. Ensure the application status is set to "Offer" or "Accepted" before attempting to set Attending.The status reverts after saving
Try performing a hard refresh (Ctrl+Shift+R or Cmd+Shift+R) and reattempting the update. If the issue continues, contact Chat with Cialfo with the student's name, email and the name of the university you are trying to mark as Attending.Multiple universities show as Attending
Only one Attending status can be active per student. If you see multiple, click into each one and deselect the incorrect entries, then reconfirm the correct Attending university.
Application Count Now Updates Immediately After Deletion
Application Count Now Updates Immediately After Deletion
Prior to January 2026, deleting one or more applications did not immediately update the In Progress application count shown on the Applications page. Even after a successful deletion, the count continued to display the old value and only corrected itself after a manual hard refresh.
Now, the application count updates in real time immediately after an application is deleted whether for single or bulk deletions without requiring a manual page refresh.
If you still notice a count discrepancy after deleting an application, please try refreshing the page.
Common Issues and Fixes
Selecting "Other Portal" for University Applications
Selecting "Other Portal" for University Applications
Previously, counselors and students were unable to choose "Other Portal" for some universities that accept applications through external or university-specific application systems. This prevented users from accurately recording the student's application method within the platform.
The issue was caused by a configuration error affecting specific university profiles. With the fix now deployed, the "Other Portal" option can once again be selected normally for all supported universities.
Foundation Year Application Cannot Be Added to "Other Portal"
Foundation Year Application Cannot Be Added to "Other Portal"
If a student has applied to a Foundation programme through a university's own application portal such as University of the Arts London, counselors were previously unable to select "Other" as the delivery method for the application in Cialfo. An error message appeared when attempting to save, preventing the application from being recorded correctly.
The portal selection logic has now been corrected. Foundation year applications can now be successfully assigned to the "Other portal" delivery method without errors, allowing counselors to record these applications correctly alongside other application types.
If you are still experiencing this issue:
Contact Cialfo through Chat and share the following:
The student's name.
The university name.
A description or screenshot of the error message shown.
Need More Help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].