Frequently Asked Questions

The eMundus solution consists of online spaces reserved for our clients, dedicated to processing applications submitted by candidates, and public online spaces accessible to all. These latter spaces allow us to present the training programs offered, to which a candidate can submit an application.

An "Apply" button will be included for each program. Here is the process for a candidate wishing to submit an application:

• he will go to the page detailing the training
• He will click on the "Apply" button and will be directed to a login/account creation page
• Once logged in, he will access the application form, which consists of fields to fill in and fields to attach the required documents

An applicant has the option to start filling out the form and save their information to complete their application later. In this case, they simply need to log back in to access the form they had already started. To submit their application, they must have filled in all required fields and attached the required documents (it is also possible to allow only one file format, such as PDF). Once they have completed the form and submitted their application, they will receive an email at the address registered in their account confirming that their application has been successfully sent and received.

The different user profiles (candidate, administrator, manager, coordinator, evaluator, external partner) allow access to spaces, functionalities, files and limit rights, according to the user roles defined in our client management process.

It is also possible to further restrict access by creating user groups with the same user profile. This allows for:

• a coordinator of service 1 may not be able to access application files that concern service 2
• a coordinator of service 2 may not be able to access application files that concern service 1

This setting is easy to modify and adjust over time for a user with an "administrator" profile or a "manager" profile (only two profiles have access to this part).

In this case, it is the "Administrator" profile, which allows access to all rights and the management of the allocation of rights.

The eMundus solution includes a component that allows users to easily create a document sharing space within the platform. One of its advantages is the ability to integrate with external storage services such as Dropbox and/or Google Drive, if desired. A document uploaded to Dropbox or Google Drive will automatically be retrieved from the eMundus platform's document sharing space. The reverse is also true: a document uploaded to the platform can be automatically sent to Dropbox and/or Google Drive.

The eMundus solution allows extractions in different formats (Excel/CSV, PDF, ZIP), both individually (on a folder) and in bulk, thus giving our clients the ability to extract thousands of folders in a few seconds.

The eMundus solution also integrates statistical and graphical functionalities within a "Dashboard" area , giving clients a comprehensive overview of their activities. Charts can take various forms, depending on the need: bar charts, pie charts, Kiviat charts (radar/star), line graphs, etc. Filters allow users to modify the charts, for example, by changing criteria or a time period. The charts displayed on the screen can be exported or printed with just two clicks.

The eMundus solution is fully accessible via the web. Furthermore, because we believe that nothing should remain the property of a single entity, we make the source code of our solution freely available (open source). The source code is fully reversible, allowing third parties to maintain and develop the platform.

The eMundus platform is capable of communicating with other software to send them data from its various spaces. Communication between the two software programs is possible in one direction (eMundus sends information) and in the other (eMundus receives information).

eMundus offers a white-label online platform that brings together extensive workspaces and functionalities for automating repetitive tasks, collaborating, and connecting organizations—features they need to accelerate and streamline their entire applicant tracking system. It includes:

• a public portal to present open programs to candidates
• a submission area for each program offered, along with a custom-designed form to collect the desired information, sometimes specific to a particular program
• an area accessible to a generally limited number of users to manage the campaign , create user accounts, define user profiles, create email templates, manage the rules for automatic email sending by the platform...
• an evaluation space , also accessible to a certain type of user (with an evaluator profile), to comment on and evaluate the complete application files received, alone or in groups.
• a decision space to enter the jury's final decision in each evaluated case
• a dashboard for quick access to and viewing of key statistics and analyses in the form of graphs, printable as charted reports and exportable in various formats (Excel/CSV, PDF, ZIP)
• a file archiving space

The eMundus platform thus allows a client to:

• give visibility to the programs 
• improve its image and the candidate experience
• processing and decision-making times
• Maintain contact with depositors at each stage of the process thanks to the alert and automatic email system included in the solution, which will allow you to automatically remind or inform one or more people of a change, regardless of their user profile

Depending on the needs and to go further, it is possible to activate additional features : generation of photo directories, online payment, electronic signature, automatic generation and customization of a standard document, implementation of an LDAP connection, interview booking, automatic transfer and storage of processed files to an archiving space located outside the platform...

A CRM for higher education is software designed to meet the unique needs of higher education and research institutions. It centralizes the management of interactions with various contacts, such as applicants, students, alumni, partner companies, and institutions. Key benefits include optimized recruitment and admissions management (automation of applications, registrations, and selections), improved management of continuing education, easier tracking of student placements and career paths (internships, apprenticeships), centralization and leveraging of partnerships (academic, corporate, alumni, and foundations), management of sponsorship and fundraising (apprenticeship tax, donations), and promotion of academic research (management of partnerships, budgets, and intellectual property). A CRM also offers multi-channel communication tools to interact effectively with different target audiences, a shared address book for a 360° view of contacts, and customizable dashboards for strategic management of the institution (profitability of events, revenue distribution, student origin).

This feature is available and used by some of our clients. Based on a Word document provided by the client organization, we integrate the template into the platform and adapt it to the client's branding guidelines. This template includes:

• fixed elements
• dynamic elements ; variables that will allow automatic customization of the document
• an empty area to be filled in : the document may also contain a section to be filled in to give a user of the organization the possibility to manually enter information.

It is possible to integrate many standard documents, for example to send a requester different standard letters, depending on the progress of the processing of their application.

The application procedure varies depending on nationality, country of residence, secondary school diploma and desired level of study. There are mainly three procedures: "Études en France" (mandatory for students residing in one of the 69 non-EU countries), Parcoursup (for the first year, particularly for European or non-European students with a French AEFE baccalaureate or wishing to enter institutions not covered by the DAP), and the Preliminary Admission Application (DAP) (mandatory for non-European foreign students wishing to enroll in the first year of a Bachelor's degree or in an architecture school and who have not obtained a baccalaureate in a French AEFE high school). The general steps include finding out about the procedure applicable to your situation on the Campus France website, respecting the specific schedules for each procedure (Parcoursup: registrations from mid-January to mid-March, DAP: registrations from October to mid-December, Mon Master: applications from the end of February to the end of March), compiling an online application file on the dedicated platforms (Etudes en France, Parcoursup, Mon Master, CampusArt), and finalizing your registration with the host institution after acceptance, including the administrative and academic aspects and the payment of registration fees.

We use a Git repository for the program files, which contains all updates to our platform. As part of the maintenance contract, we ensure the deployment of new versions and the management of security updates and patches. Updates related to regulations (e.g., GDPR ) are integrated into our standard version.

The data collected through the eMundus solution is hosted either on eMundus servers (based in France) or on the client's servers.
eMundus receives the data sent by applicants and, through algorithmic processing, performs a compliance check on certain documents (passport, identity card, visa, ID photo) to verify that they are indeed the requested documents and that their format is correct.

To prevent any failure, backups of our web folders and databases are performed on our servers (rented from the provider SoYouStart). For backups, encryption is AES-256 (the encryption algorithm recommended by the French National Cybersecurity Agency, ANSSI) with a data retention policy (7-day backup, 4 backups per month, 12 backups per year for each client). All our machines are secure and do not use passwords for login. We all use RSA encryption keys ranging from 2048 to 4096 bits.

Here are some details regarding the security and confidentiality measures in place:

• Physical access to the processing facility is protected (secure building)
• A user authentication process is implemented (password)
• Connection logging is performed
• A firewall filters access to the server
• The connection to the platform is encrypted via an SSL certificate
• The backups are encrypted
• Back-office access is secured at the server level
• Risky IP addresses are blocked
• When a user's hacking attempt is detected, that user is automatically blocked

eMundus is not responsible for the storage and deletion of application data, which is used by our clients. Only an encrypted backup of the data is performed to guarantee the recovery of lost data. This backup takes place once a day and is kept for a maximum of one year. We reliably comply with our GDPR policy .

Attendance sheets, including the candidates' first and last names, the training course, and the date, for example, can be automatically generated daily by the platform in PDF format. A training manager or other user simply needs to log in to their eMundus account and print one or more attendance sheets in just a few clicks.

Software solutions dedicated to recruitment in higher education offer a range of features to attract, recruit, and retain students. They enable the management of candidate relationships, the creation of engaging career sites, the management of recruitment events (fairs, open days), the streamlining of the online application process, the automation of personalized communication (emails, SMS) throughout the process, the triggering of pre-programmed assessments, and the automatic generation of offer letters. These tools also include analytics modules to track recruiter productivity, supplier activity, and recruitment pipeline metrics, often with integrated dashboards for real-time data access. The goal is to improve the efficiency of the recruitment process, reduce application abandonment, and provide a better candidate experience.

This feature is frequently requested by our clients, who often wish to assess candidates on specific skills (general knowledge, knowledge specific to the program they are applying for, language proficiency, etc.). Candidates must complete this questionnaire before submitting their application. Once the questionnaire is completed and validated, the answers are automatically attached to their application in the client's interface and are automatically analyzed by the platform to determine a score. It is possible to assign a weighting to each criterion.

The solution allows you to define a maximum response time either per question or per questionnaire. Our eMundus solution offers numerous features .

The eMundus solution was designed to give user organizations maximum autonomy in managing their activities on the platform. This allows clients to administer their spaces, launch new campaigns, and create new forms. Each service includes an training session for users involved in the campaign management process (administrators, managers, evaluators, partners, etc.), with no limit on the number of participants. This training is provided at the time of delivery to ensure a smooth transition and seamless adoption of the tool.

The third-party applications (libraries, frameworks, etc.) that we integrate into our application are regularly updated, and we guarantee the proper functioning of our platform. In the context of integration with an application from the client's information system, if this impacts the proper functioning of our platform or the smooth exchange of data, we bill based on the time spent.

For each field, it is possible to define specific validation constraints/rules, such as a limit on the number of characters, a combination of letters and numbers, mandatory input…

Emundus stands out for its specialization in higher education, its open-source nature offering great flexibility and customization options, and its comprehensive management of the application cycle (from submission to final decision). Other distinctive strengths include the management of calls for proposals (beyond student applications), optimization for international applications (simplified interface, paperless process), and extensibility to meet the specific needs of each institution. Emundus emphasizes centralized applications for simplified access, advanced data security, intelligent task automation (validation, notifications), real-time tracking, an optimized applicant experience, and significant cost reduction through digitisation .

Generating a summary list by "sector" is possible for any period of your choice, such as by year or quarter. Three types of segments exist by default: by program, by year (or time period), and by campaign. The filters then adapt based on the information requested in the application.

The eMundus platform includes a wide range of features , each of which can be activated as needed, including online payment. It is possible to set a different payment amount based on information provided by the applicant (e.g., the amount will differ depending on whether the applicant is a scholarship recipient or not), to cover application fees. This feature can also be used for applicants to pay registration or re-registration fees.

We typically conduct a remote demonstration of our solution using screen sharing. Feel free to book this demo .

It all depends, of course, on the complexity of the project. For basic needs, we can deploy a platform within two weeks. Since launching the application submission area is generally the priority, we focus on this aspect to deliver it within one week. So, while our client is collecting the initial applications, we work on the other areas they will use later (evaluation, decision-making, reporting, dashboard).

Application management solutions for higher education facilitate the processing of international applications in several ways. They offer online applicant portals accessible from anywhere in the world, allowing international students to submit their applications and attachments digitally, eliminating the constraints of postal deadlines and costs. The interface is often available in multiple languages, and the application process is paperless , simplifying the process for international applicants. These platforms can also integrate specific features for managing international documents (formats, translations), multi-channel communication adapted to different time zones, and real-time application tracking, thus improving the experience for both international applicants and admissions teams.

This is one of the features available on the eMundus platform. It allows candidates to have a fully digital experience (from completing the application to submitting it, including paying fees and signing the documents). For candidates, managing the entire application process, from start to finish, becomes relatively simple since it is paperless . Using this feature helps improve applicant satisfaction and enhance the organization's image.

The eMundus platform includes an evaluation area . Every complete application will enter the evaluation stage. According to the rules decided, it is possible to automatically assign files for evaluation to a specific evaluator, as soon as the status of the file has changed to "To be evaluated" (a change initiated, for example, by the manager who has verified the information and documents, and deemed the file complete and compliant).

In a dedicated space, one or more evaluators can assess and evaluate an application based on criteria chosen by the client. If several reviewers are involved in evaluating the same application, it is possible to assign a score to each criterion, with varying weightings. The overall score will be automatically calculated by the platform by summing the scores assigned to each criterion.

The evaluations can be shared or hidden if necessary to make each completed evaluation invisible to other evaluators. The final decision can be entered in a dedicated space afterward, for example, during a committee meeting.

The eMundus solution allows extractions in different formats (excel/CSV, PDF, ZIP), both individually (on a folder) and in bulk, thus giving our clients the possibility to extract thousands of folders in a few seconds.

It is possible to open a comment section associated with a file, which can be active throughout the entire process (before, during, and after evaluation) for all user profiles (except the candidate profile, of course), but not all users will be authorized to add comments (if that is the client's request). It is also possible to make it active and/or visible only during specific stages (e.g., only during the evaluation).

The eMundus team offers a training session (remote option available) for future platform users. This way, you can easily learn how to manage all your recruitment campaigns with confidence. This training takes place upon delivery of the platform's final product, allowing you to quickly become self-sufficient. The platform requires no specific skills . If you encounter any problems, simply contact the eMundus team, and they will be available to resolve them as quickly as possible.

The platform may automatically generate personalized emails with messages tailored to the event (e.g., grant award notification). The tool may also generate and attach a signed template document to the email. An email can also be used to request additional documents and/or to complete a submitted application to finalize registration. For example, a separate space could be created to allow all newly selected beneficiaries to provide further information after the selection process. The URL of this page could then be included in the automated notification email.

Yes .
By default, the platform allows you to set up an evaluation grid for the assessment stage and a decision/jury grid for the jury that will issue the final opinion on a case, based on the opinion submitted by the assessor. Some of our clients only use one stage, in which case it's usually an assessor who enters the final decision themselves. Therefore, it's possible to use only one of these two stages, depending on your process. A grid, whether for assessment or decision, is customizable. This means that, depending on your needs, it can include dropdown lists, radio buttons, free text fields, and can have fields with ratings (1 to 5, for example). If there are, for instance, four evaluation criteria, each with a rating out of 5, a total amount will be automatically calculated by the platform, resulting in a rating out of 20 that will be displayed at the end of the evaluation grid. In the event that some criteria are more important than others, it is possible to weight the criteria, and the platform will then display at the end of the grid the weighted average that would have been automatically calculated by the platform.

An evaluator can be internal to your organization or external. You can create a user account for someone with the "Evaluator" profile on the platform (they will then need to log in each time, starting with their first visit, to access their assigned files). However, if you need to obtain a declaration of no conflict of interest and confidentiality from an evaluator before they access all the information in their assigned file(s) (in the form of checkboxes and a validation button, not an electronic signature), we offer an "EXPERT MODULE" add-on. We therefore distinguish between a standard Evaluator and an Expert Evaluator, whom we internally refer to as an Expert. For an Expert user, it is not necessary to create an account for them as it is for an Evaluator user. To request an Expert's assistance, simply select the files to be assigned to them and send them an Expert invitation via email through the platform, using their email address. The expert will then be notified by email with the text of your choice and a link to the platform. Clicking on this link will take them to a page accessible without logging in, providing information about the cases assigned to them. In case of a conflict of interest, they can choose to decline one, several, or all of the cases. On this page, they will need to provide the following information:

• his choice (accept or refuse) for each of the cases assigned to him
• his first name, his last name and his email address

Once this page is completed, the user must validate it. This action will trigger the creation of their Expert user account by the platform. They will then be able to view all assigned files and provide their feedback. Upon account creation, the platform will automatically send them an email containing a randomly generated password that the platform has assigned to their account. This password will allow them to log back in later if they do not complete their evaluations the first time.

The eMundus solution includes an alert and automated email sending system. There are several types of alerts:

• Automatic notification on event : as soon as the application status changes, an email is automatically sent to the applicant. A standard or personalized document can be automatically attached to this email.
• Automatic reminder : An automated email will be sent to an applicant who has, for example, only started filling out their application for a program. The email will inform them that they have only 1/2/5/10/15/... days left, depending on the application deadline, to complete their information and submit their application.
• Manual : The platform administrator, who may perform an initial check of the entered information and submitted documents according to the internally validated process, notices that a document is not compliant. They can then select the applicant's file and send an email using a template saved on the platform to notify them of the issue. With just a few clicks, the administrator can select the appropriate dynamic email template, attach the document the applicant submitted, and include an example of a compliant document. If the administrator encounters this problem in multiple files, they can also select all of them and send the same message (with the submitted document and an example of a compliant document attached) to each applicant at once.

It is possible to have an information section on each file, to add or remove fields and to define constraints on each field as needed.

The open-source nature of a solution like Emundus offers several significant advantages for a higher education institution. First, it provides greater flexibility and customization options than proprietary solutions, allowing the institution to tailor the platform to its specific needs and internal processes without being limited by the standard features of commercial software. Second, it facilitates integration with the institution's existing IT ecosystem, as the source code is accessible and modifiable. Third, it can potentially reduce long-term costs, as there are no proprietary licensing fees, although implementation, maintenance, and customization costs may exist. Finally, it offers greater autonomy to the institution, which is not entirely dependent on a single vendor for platform development and maintenance.

Yes, it's possible! With the campaign manager, schedule all your calls for projects by defining the key stages and dates.

A user client can archive:

• Each folder on the platform is archived by selecting the appropriate folder status. In this case, the archived folder no longer appears in the usual view for users except for the administrator, who can access it in a dedicated area of ​​the platform without time limit. To comply with the GDPR, the client holding the data must still respect a reasonable data retention period
• and/or by exporting the data in ZIP format for archiving outside the platform. The same rule applies to this archiving principle in terms of GDPR compliance

Yes.

By default, you can place/integrate:

• Your logo in the header (top left) (the TCHOOZ logo in the footer will still be present)
• your favicon (image displayed in the browser tab)
• your banner or decide not to put one at all
• your colors that will be present in the action buttons

If you need a custom homepage or even a complete communication website, we can do this work as part of an additional service (the cost is determined on a custom basis after gathering your needs).

All the texts you will see are editable by the client. In the footer, you can enter your contact information in place of mine.

As you'll see in this demonstration, only one campaign is currently open, but you can open as many as you like simultaneously. For each campaign, a simple click on the campaign block will take you to a "More information" page, allowing you to add details and make documents available for download (such as rules and regulations). You can create an account on this platform to explore the candidate area and the application form. The form shown is just an example; you can create your own.

A client can access all applications submitted, accepted, or rejected by a candidate since the implementation of their eMundus platform. All emails sent to that candidate will also be accessible. Furthermore, it is possible to view the history of actions performed on a file by users (date the file was opened and by which user, date of modifications made and by which user, nature of the modifications made, etc.).

Yes.

The forms set up by our clients (each platform has a form builder allowing a client user with a "Platform Manager" profile to create all the forms they want) in their EMUNDUS platform are typically made up of pages with fields to be filled in and a page which will allow candidates to upload the requested documents, each of which can be mandatory or optional, like all the fields to be filled in.

Yes . All data can be extracted. You have several export options, whether for a single selected folder or multiple folders:

1. In PDF format: the complete application file: you will find in a single document, following one another, the completed form and the attached documents
2. In spreadsheet format: all the data entered by the candidate in their form (therefore all data except for attached documents)
3. In ZIP format: within this ZIP file, you will find as many subfolders as there are candidate files you selected on the platform before exporting. Each subfolder, which pertains to a single candidate, contains a PDF document for the application form and a PDF document for each document attached to the application by the candidate.

When choosing a CRM or applicant tracking system, several elements are crucial to consider. It is important to assess whether the solution is specifically designed for the needs of higher education, offering features tailored to admissions, student management, alumni relations, partnerships, and research. Integration with the institution's existing information systems (IS) is essential. Ease of use and user-friendliness for administrators and users (applicants, students, staff) are paramount to ensuring successful adoption. The solution's flexibility and scalability to meet the institution's future needs are also important. Data security, applicant and student privacy protection, and task automation capabilities to improve efficiency should all be considered. Finally, it is useful to inquire about the supplier's reputation, the quality of customer support, and to consider the total cost of ownership, including implementation, training, maintenance, and any customizations.