Application Access for New (not in the system already) families

Scott Breimhorst
Scott Breimhorst
Third Anniversary Facilitator 1
in Blackbaud Enrollment Management System™

Hi all,

New user here. Our school moved to BB and the Enrollment Management System. Lots to love. The Application process itself though… I MUST be missing something. Unless I misunderstand things, a new applying family is required to either create their own log in credentials (essentially using a reset password link) or be sent their BB login credintials after filling out an inquiry form? We really need an outward facing application for admission that doesn't require interested families to become users. Any experts out there with advice or could set me on the right path?

Thanks!

Comments

  • Bryan Lorenzo
    Bryan Lorenzo Blackbaud Employee
    Tenth Anniversary Kudos 5 Name Dropper Participant

    Hi @Scott Breimhorst - in order to submit an application a user must have an account.

  • Scott Breimhorst
    Scott Breimhorst
    Third Anniversary Facilitator 1

    Thanks Bryan. So-confirmed, a new family cannot just simply apply. If I'm the only one who has an issues with this, I'll pipe down.

  • Coco Parham
    Coco Parham
    Eighth Anniversary Kudos 5 December 2025 Monthly Challenge Name Dropper
    Our families inquire and then have access to our application. I don't know any other way.
  • Scott Breimhorst
    Scott Breimhorst
    Third Anniversary Facilitator 1

    Coco Parham:
    Our families inquire and then have access to our application. I don't know any other way.

    Hi Coco! Does this require (as I think it does) manual steps on the admissions' team side? Or is it automated? We have many families this time of year who want to move straight to the application. Now, they have to wait for me to get in, process the inquiry, and send them their log in credentials. Many families are doing this at night and on weekends. Not that I mind putting in time, but if I'm not paying attention24-7 they're waiting until the next day when they'd like to submit their application at that moment. I'm trying to solve the pacing problem with that.

  • Bryan Lorenzo
    Bryan Lorenzo Blackbaud Employee
    Tenth Anniversary Kudos 5 Name Dropper Participant
    Scott Breimhorst‍ - new families can create an account and start an application without having to first fill out an inquiry form (this is how we do it at our school). If they already have an account from a current or previous student they can log into it.
  • Coco Parham
    Coco Parham
    Eighth Anniversary Kudos 5 December 2025 Monthly Challenge Name Dropper

    Scott,
    Yes, I have to generate a username. Right now I generate usernames daily, within office hours, so parents are getting their login credentials quickly. That is about to change for us since we are going to start using the BBID opt-in feature. I understand that automates the process.

  • Jess Moxsky
    Jess Moxsky
    Kudos 5 Fourth Anniversary Name Dropper Participant

    Scott Breimhorst:

    Thanks Bryan. So-confirmed, a new family cannot just simply apply. If I'm the only one who has an issues with this, I'll pipe down.

    Scott - if you enable families to create their own accounts, they should be able to use the link to your application form and click “Create Account” - note that this only immediately creates an account for the parent user. When you process the application you will then be able to create the candidate account, and accounts for any other family members collected via the application.

  • Scott Breimhorst
    Scott Breimhorst
    Third Anniversary Facilitator 1

    Jess Moxley:

    Scott Breimhorst:

    Thanks Bryan. So-confirmed, a new family cannot just simply apply. If I'm the only one who has an issues with this, I'll pipe down.

    Scott - if you enable families to create their own accounts, they should be able to use the link to your application form and click “Create Account” - note that this only immediately creates an account for the parent user. When you process the application you will then be able to create the candidate account, and accounts for any other family members collected via the application.

    Thanks for this - Ok if I just brainstorm a solution here. Since they can't just go to the application, and I'm trying to solve for “How does a family who wants to apply NOW get to apply without Admissions-staff-required steps," would it work to update the automated response to the Inquiry form with a link to the application form (question on that below). When the reach that form there is a “Create Account” option (help on that too?) and they can take it from there?

    Regarding the Application Form Link: In our current setup, once an account is established, they can get to the application itself when they click on their candidate student's name. Is there a way to directly link them to the application itself? Or just route them to the “Create Account” with directions.

    Thanks everyone. This is already very helpful.

  • Scott Breimhorst
    Scott Breimhorst
    Third Anniversary Facilitator 1

    Coco Parham:

    Scott,
    Yes, I have to generate a username. Right now I generate usernames daily, within office hours, so parents are getting their login credentials quickly. That is about to change for us since we are going to start using the BBID opt-in feature. I understand that automates the process.

    I'll look into the BBID feature! Thanks Coco!

  • Jess Moxsky
    Jess Moxsky
    Kudos 5 Fourth Anniversary Name Dropper Participant

    Thanks for this - Ok if I just brainstorm a solution here. Since they can't just go to the application, and I'm trying to solve for “How does a family who wants to apply NOW get to apply without Admissions-staff-required steps," would it work to update the automated response to the Inquiry form with a link to the application form (question on that below). When the reach that form there is a “Create Account” option (help on that too?) and they can take it from there?

    Regarding the Application Form Link: In our current setup, once an account is established, they can get to the application itself when they click on their candidate student's name. Is there a way to directly link them to the application itself? Or just route them to the “Create Account” with directions.

    Thanks everyone. This is already very helpful.

    Hi Scott,

    In the Application Forms page, click Login Setup:

    defde65f3755da75b754ada4d9306834-origina

    In the Login Setup window, you will find the direct application link and the toggle to allow applicants to create their own accounts:

    cbfe5a1d1f827f8218f3edffe93e84ad-origina

    The Login Set-up page is also where you can customize the text that families will see throughout the login process.


    When families use that link, they will see the option to create their own account on the login page:

    362b23b3f2ad257b770064c45bb77b81-origina

    When families click “Create Account,” they will be prompted to create an account for the adult user submitting the form, and they will also enter candidate child information. Once you process the submitted application, you will create the Candidate account and any other family members indicated. Hope this helps!

  • Coco Parham
    Coco Parham
    Eighth Anniversary Kudos 5 December 2025 Monthly Challenge Name Dropper

    I am wrong! Just spoke with support and since we require a family to inquire first, we need to bbid connect them manually. THEN they can connect and get to their application checklist. We are starting this in January.
    Scott, sorry to confuse you!

  • Sarah Bienvenue
    Sarah Bienvenue
    Ninth Anniversary Kudos 3 Name Dropper Participant

    Lots of great information. I want to add just a few things. First, as others have mentioned you can allow users to create their own account and go straight to the application. Second, if you use EMS BBID, the BBID invite email will automatically go to those families when you process the inquiry, using their email address as their username. So it would skip the username generator step completely and not require any manual invite to BBID.

    Thank you,

    Sarah

  • Coco Parham
    Coco Parham
    Eighth Anniversary Kudos 5 December 2025 Monthly Challenge Name Dropper

    Sarah,

    Thank you for the clarification. Once we start using it, then we can BBID invite all the candidates prior to the date we start. Just so you know, support did not say that.

  • Bryan Lorenzo
    Bryan Lorenzo Blackbaud Employee
    Tenth Anniversary Kudos 5 Name Dropper Participant

    Sarah Bienvenue:

    Lots of great information. I want to add just a few things. First, as others have mentioned you can allow users to create their own account and go straight to the application. Second, if you use EMS BBID, the BBID invite email will automatically go to those families when you process the inquiry, using their email address as their username. So it would skip the username generator step completely and not require any manual invite to BBID.

    Thank you,

    Sarah

    @Scott Breimhorst BBID will be required as of July 19, 2022, for EMS so if you're just starting with EMS I'd already enabled it!

  • Reed Green
    Reed Green
    Eighth Anniversary Name Dropper Facilitator 1 Loyalty Badge

    I just posted basically the same think. Sarah, I'd love your feedback on what to do for prospects and event attendees. I field several frustrated email/phone calls a day from people who cannot get in to set up their credentials. If we send them the BBID and their email address is already in our system, they run into a roadblock.

  • Erin Flowers
    Erin Flowers
    Sixth Anniversary Name Dropper Participant Facilitator 1

    Hey Bryan- If BBID is going to be required as of July 2022, do you have a “best practice” let our parents/users know? We do not currently use BBID. I am getting ready to set up our Re-Enrollment forms for the first time and perhaps that will be the best time to switch everyone over…? I have not searched the community for this information yet, I will do that now, too.

  • Bryan Lorenzo
    Bryan Lorenzo Blackbaud Employee
    Tenth Anniversary Kudos 5 Name Dropper Participant

    Hi @Erin Flowers - we moved all current parents to BBID in March of 2021. We sent them an email letting them know of the change and the new log-in process.

    For our 2022-2023 admissions cycle we had it enabled for our candidate parents so when they apply they are already creating their BBID account.

  • Kathy Hannon
    Kathy Hannon
    Tenth Anniversary Kudos 5 K-12 Fall 2025 Product Update Briefing Badge Name Dropper
    We decided to move parents over per grade. We communicated in our newsletter that we would be moving to BBID by grade and included a sample of the email they should look for. We will have all PS-6th grade moved by the holiday break in December. Our Re-enrollment rolls out the end of January and we are putting a hold moving High School parents until after re-enrollment is complete mid-February. We are almost done with the first group and have been VERY pleased with the transition. We have turned on BBID for applicants so they are all set from the beginning.

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