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Counselors: Bulk Sending Application Documents

This guide explains how to send application documents in bulk. If you need directions for sending for an individual student, see this help article.

If your school uses the Scoir + Common App integration, check out our short video on how to send documents.

Before You Begin

  • It’s recommended—but not required—for students to move colleges to the Applied column in My Colleges once they submit applications. This makes it easier to track progress and ensures they’ll receive Scoir’s email notification when documents may need to be sent.
    • If your school uses the Common App integration and a student has successfully linked their Scoir and Common App accounts, colleges will move to the Applied column automatically after applications are submitted in Common App.
  • If your school uses the Common App integration, the FERPA Release Authorization must be signed by the student in Common App before you can send documents. Without this, you won’t be able to proceed.
    • You can check FERPA status on the student’s profile (if they’ve linked their Scoir and Common App accounts) or by applying the Common App filters on the Student Roster.

    How to Bulk Send Documents

    To begin, Open Applications from the left navigation and select the Send tab. You’ll see tiles for colleges your students have added to the Applying and Applied columns in My Colleges, sorted by deadline.
  • If a college accepts documents electronically through Scoir, you’ll see “Connected” in the right of the college card
  • If your school is using the Common App integration and the school is synced from Common App, you’ll see a Common App label instead
  • For colleges that do not receive documents electronically through Scoir, a Download button generates application packets you can mail or email outside of Scoir.

Each college card shows the college name, application type, and deadline, along with a summary of applicants—how many students are applying, how many packets are complete, and how many need attention. Clicking these counts will open the student information to allow easy access to the student file and a quick view of the requirement needs.

You can use filters or sorting options to narrow your list—for example, to view only completed packets, a specific application type, or students assigned to you.

A green Send button appears for colleges that receive documents electronically. When clicking Send, you can choose to send only completed packets or include incomplete ones if needed.

If your school uses the Common App integration, sending documents for one college students are applying to through Common App will also send those same documents to any other colleges those students are applying to via Common App.

Once sent, documents are delivered directly to Common App almost immediately (depending on volume), and Common App makes them available to colleges once the student submits their applications. Unlike direct Scoir delivery, these aren’t batched nightly.

Before sending documents to Common App, Scoir will display a message reminding you about the one-and-done policy.

You can work your way through each college individually on this page, or send documents to multiple colleges at once. To do so, either select multiple college tiles and choose Actions > Send, or click Select All and then Actions > Send to send many packets at once. You may want to apply a filter first—for example, to show only Completed Packets—but it's not required.

After clicking Send, you’ll see Pending under the Last Sent column of the student packet. Once the documents are sent electronically in our nightly batch, the column will update to show the date you clicked send.

Remember, documents send to Common App colleges via the integration are not sent in a nightly batch. Instead, they are sent directly to Common App and you'll see a date populate under Last Sent almost immediately (depending on volume).

For colleges where materials need to be manually processed or downloaded, clicking Send will update the Manually Processed column in the student’s packet for that college with the date the action was taken. This ensures you have a record for this college.

The Download button allows counselors to create and gather a packet with all required documents and then download it with a single click in order to mail or email it.

Clicking on either the Complete or Needs attention under the Applicant Summary section will open the list of students to allow easy access to the their packet and a quick view of the requirement needs.

To add missing documents, click on the student's name which will bring you directly into the student's profile to where you can go to Colleges & Applications > Manage Documents to add the missing document.

In our example image above, the college has three recommendation requirements that can be fulfilled by a counselor, teacher, or “other” recommender. If you’d like all of these requirements to be from teachers (instead of counselors or other recommenders), you can edit the global requirements for this college. This ensures that every student applying to this college in Scoir will be required to submit teacher recommendations.

While global settings can be changed to meet your school's needs, we recommend this only be done as needed and by your account administrator. 

How-To Video

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