Creating clear and professional offers is a crucial step in managing the admissions process. Yet building them from scratch would be time-consuming and prone to errors. Full Fabric streamlines this workflow by allowing institutions to build customizable offer templates that can be reused and automated. In this article, we’ll walk through how to create an offer template in Full Fabric, from defining structure to configuring dynamic fields that personalise each offer. Whether you’re setting up your first template or refining an existing process, this guide will help you create offers that are both efficient for staff and engaging for applicants 🧭
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Conditional or Unconditional?
First things first, your go-to area to create new offer templates or edit existing ones is General Settings - Institution - Offer Templates.
Here you you have 3 possibilities:
Create a new template (by clicking on the blue button)
Edit a template (by clicking on the gear icon of an existing template)
Delete a template (by clicking on the red X icon of an existing template)
Lets focus on the first one, and after selecting 'create new template' there's a big decision to be made: will this template be Conditional or Unconditional?
The difference between the two is straightforward: an unconditional offer is final and requires no further action from the applicant before accepting or rejecting, while a conditional offer includes a set of customisable requirements that applicants must fulfil before their acceptance can be confirmed.
For the template you're creating, select the option you wish, give your template a name and click 'create template and add more info'.
Creating conditional offers
In the previous setting, after picking Conditional you can customise your offer template. The template setup has 3 tabs: Details, Form and Automation. The first allows you to update the template's name, the second lets you create the schema fields that will be the conditions, and the third is to create automated workflows that will trigger when this template is used.
Setting up the conditions
To setup the conditions for your conditional offer template, start off by adding a new section and then simply drag and drop the desired field types into the schema. Use the field types based on your goals for the conditions, a common example for that is the 'file upload', as institutions frequently have as conditions a set of document requirements that applicants need to submit before accepting:
Just like in all other schemas that you probably already used in Full Fabric, in this schema you can also customise field additional settings such as instructions, visibility, requirability, mapping, and others:
Once again, here is all about configuring the additional field settings to match your goals. A common setting that is used here is the 'Required: Always', and it's easy to figure why, because the goal is for the applicant to populate those fields (or upload those documents, in the example mentioned above) before accepting the offer (it wouldn't make sense to accept the offer leaving everything blank, right?).
Launching a conditional offer manually: pick the conditions
When a conditional offer is created manually by the staff and not by an automation, the staff user who's doing it has the option to select which conditions will be 'given' to that particular applicant in the offer. If the conditional offer template has 5 conditions, you may want to enable just 3 for a specific applicant, for example.
In order to do so, follow these steps:
Access the desired profile, and locate the class journey widget on the right-side. In its offers section, click on the 3-dot button and 'start offer':
Select the intended conditional offer template, and click on 'start offer':
Finally, tick the conditions you wish, and click on 'make offer':
Creating unconditional offers
Since the unconditional offers, as the name itself suggests, have no conditions for applicants to comply to before accepting, the unconditional offer templates haven't got the Form tab, only the Details and Automation:
Offer Template automations
For both conditional and unconditional offer templates, the automated workflows that can be created in the Automation area are exactly the same. Just like in the other Automation tab of other system modules, here you can combine multiple and consecutive workflows, with different triggets and actions. In the Automation tab, click on 'Add workflow'. A new workflow is added, now click on 'edit workflow' to customise it further:
There are 4 possible triggers available:
Offer is made (made by the institution to the applicant)
Offer is accepted (accepted by the applicant)
Offer is submitted (submitted by the applicant in the Portal after accepting)
Offer is declined (declined by the applicant)
And 9 possible automated actions:
Add tag to profile
Create a transcript
Send SMS message to profile
Send email to profile
Send email to staff
Send letter to profile
Send transcript to profile
Transition profile
Wait
How applicants accept/submit or decline offers?
Once an offer is made, the applicant can only accept or reject it in one place: the Student Portal. For it to be possible, keep in mind that the 'Offers widget' must be enabled on the respective portal page 'where those applicants are on'. If the widget isn't enabled on that Portal page, applicants won't have a way to see them. To check that, go to Apps - Portal, and check the content of the respective page. If you're sure this is already done, please ignore this step.
With the Offers widget enabled, applicants will see it located on the right-side of the Portal. It display's all offers made to that respective profile, both the ones waiting to be replied to (accepted/declined) and the ones already replied to:
Here, not surprisingly, they have two possibilities: Accept and Decline:
If the applicant clicks Decline, the 'declined' information displays under the offer:
If the applicant clicks Accept and the offer is Unconditional, the 'accepted' information displays under the offer:
If the applicant clicks Accept and the offer is conditional, they are taken to the offer schema to populate the necessary conditions, and then submit the offer:
Once the offer is submitted, the offer widget in the Portal updates to 'view submission', allowing the applicant to consult the submitted offer anytime:
