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Administrator Guide
Last Updated: 2025-05-02
Create Application Groupings

Create Application Groupings

You can create application groupings to process applications for incoming classes. Application groupings define important dates for the application groupings, such as when applications open, and pool applications for admissions counselors to review.
Default application groupings have unique combinations of academic unit, academic level, and anticipated start dates or date ranges. Subordinate application groupings further group applications by applicant type, location, or both. Examples:
  • Default application grouping: Alma Mater University Undergraduates, Spring 2026
  • Subordinate application grouping: Alma Mater University Undergraduates, Spring 2026 - Berlin Campus
An application can belong to only 1 application grouping, whether default or subordinate. Default groupings don't include applications in subordinate groupings.
  1. Access the relevant task:
    Option Description
    Create Application Grouping
    Create a new application grouping. The grouping criteria that you specify determines whether the new grouping is a default or subordinate.
    Copy and Create Default Application Grouping
    Create a default application grouping based on an existing application grouping. Workday copies over important dates and application pools from the original application grouping.
    When you copy an inactive application grouping, you can only create default application groupings.
    You can access the task from the related actions menu of an application grouping.
    Copy and Create Subordinate Application Grouping
    Create a subordinate application grouping based on an existing application grouping. Workday copies over important dates and application pools from the original application grouping. You can't change the academic unit, level, or anticipated start.
    When you copy a:
    • Default application grouping, the new grouping is subordinate to it.
    • Subordinate application grouping, the new grouping is subordinate to the same default application grouping.
    You can access the task from the related actions menu of an application grouping.
  2. As you complete the task, consider:
    Option Description
    Grouping Name
    When you leave the field empty, Workday names the application grouping by concatenating the academic unit, level, and anticipated start. Workday doesn't concatenate the applicant type or location for subordinate application groupings. To avoid duplicate names, consider specifying custom names for subordinate application groupings.
    Academic Period Type
    When the level of the academic unit includes both dynamic and fixed periods, select the type that's relevant to the application grouping.
    Anticipated Start
    When the academic period type is:
    • Dynamic, select a date for the
      Anticipated Start
       and
      End Date
      . Workday includes applications with an anticipated start date that falls on or between these dates.
    • Fixed, select the academic period in the
      Anticipated Start
       field. Workday includes applications submitted for the fixed period.
    Applicant Types
    Locations
    For subordinate application groupings, select an applicant type, location, or both.
    On the
    Create Applicant Groupings
     task, these prompts display when you specify grouping criteria that overlaps with an existing default application grouping.
    Hide Important Dates on External Site
    Prevent external student sites from displaying these dates for applications associated with the application grouping:
    • Application Due
    • Materials Due
    • Decision Published
    • Decision Response Due
  3. Enter dates in the
    Important Dates
     and
    Regular Admissions
     sections.
    As you complete the task, consider:
    Option Description
    Applications Open On
    Applications Received By
    These dates control when online admissions applications can be accepted for the application grouping. See Steps: Set Up Admissions Applications.
    If you plan to configure
    Program of Study Important Dates
    , select the widest range possible. The equivalent dates for programs of study must fall within the dates for the application grouping.
    Example: The Music program opens for applications 2 weeks before all other programs of study. To accommodate these dates:
    1. Set the date that applications open for the Music program as the
      Applications Open On
       date for the application grouping.
    2. In the
      Program of Study Important Dates
       grid, add a row for all of the other programs of study and select the date that they open for applications.
    Materials Due By
    Decisions Rendered By
    Decisions Published By
    Admission Responses Received By
    These dates display in
    My Tasks
     for informational purposes. Each date has an associated report field that you can use in conditional logic for business processes.
    Start Displaying Waitlist Status
    Stop Displaying Waitlist Status
    Start Displaying Defer Decision Status
    Stop Displaying Defer Decision Status
    These dates control when published Waitlist and Defer Decision statuses display to applicants on the student external site.
    You can use the
    Maintain External Site Content
     task to publish the statuses. If you admit or deny a student with a Waitlist or Defer Decision status during this window, Workday stops displaying the status and displays the admissions decision instead.
  4. (Optional) In the
    Program of Study Important Dates
     grid, add a row for each program of study or each group of programs that requires different important dates.
    Any dates that you don't populate for a row use the equivalent dates on the application grouping.
Workday:
  • Creates a default application pool for the application grouping and assigns it to the owner.
  • Makes the application grouping available through the
    View Application Grouping
     report, and the
    Application Pools
     tab of the owner's profile.
You can:
  • Create more application pools for the grouping.
  • Edit the application grouping by selecting
    Application Grouping
    Edit
     from the related actions menu. When you change the owner, Workday reassigns
    My Tasks
     items for the application grouping to the new owner.