How Studentfy Works

A seamless 6-step workflow that takes applicants from submission through selection, grantee management, and lifelong alumni engagement. Trusted by leading Awarding Bodies worldwide.

Complete Scholarship Lifecycle

From first application to lifelong alumni relationships

1

Application Collection & Submission

Applicants register through an intuitive public portal and complete customizable application forms tailored to each scholarship program.

  • Public Registration Portal: User-friendly interface for applicants to create accounts and begin their scholarship journey
  • Dynamic Application Forms: Configurable preliminary questions and additional information sections for each program (Chevening, GREAT Scholarships, Humphrey, Gates Cambridge, etc.)
  • Document Upload System: Support for transcripts, test scores, essays, resumes, and supporting documents (PDF/images)
  • Online Recommendation Requests: Integrated system for applicants to request and track recommendations from referees
  • Real-Time Progress Tracking: Applicants see completion percentage (60%, 80%, 100%) and receive automated reminders
2

AI-Powered Review & Screening

Automated eligibility checks, AI-generated summaries, and intelligent reviewer assignment streamline the evaluation process.

  • Automated Eligibility Validation: AI checks age requirements, test scores (GRE, TOEFL), work experience, and localization criteria
  • Document Verification: OCR and AI verify uploaded documents against applicant-entered data, flagging discrepancies
  • AI-Generated Cover Sheets: Natural language processing creates comprehensive summaries extracting key insights from essays and recommendations
  • Smart Reviewer Assignment: AI matches applicants with subject matter experts based on field of study and reviewer expertise
  • Multi-Tier Evaluation: Internal staff, alumni reviewers, and external experts assess applications through dedicated portals
3

Selection & Award Decision

Data-driven decision support with comparative analytics, predictive insights, and comprehensive reporting for selection committees.

  • Comparative Analytics Dashboard: Side-by-side comparisons of top candidates with aggregated scores and reviewer feedback
  • Predictive Success Modeling: AI predicts program completion likelihood and potential impact based on historical data
  • Diversity Tracking: Real-time monitoring of cohort composition by gender, geography, field of study, and institution
  • Automated Notifications: Selected applicants receive award letters while unsuccessful applicants get personalized feedback
  • Seamless Database Transfer: Awarded applicants automatically move to grantee management system
4

Grantee Management & Tracking

Comprehensive lifecycle management tracking visa processing, travel details, funding disbursements, and engagement milestones.

  • Visa & Travel Coordination: Monitor passport details, visa applications, DS2019, TOA documentation, and travel arrangements
  • Funding Management: Track grant disbursements, bank account details, stipend schedules, and financial documentation
  • Bi-Directional Tracking: Manage both U.S. grantees (inbound to home country) and home country grantees (outbound to U.S.)
  • Dependent Information: Store and manage family member details, accommodation needs, and dependent travel arrangements
  • Self-Service Grantee Portal: Grantees login to update their own information, reducing administrative workload
5

Alumni Transition & Onboarding

Upon program completion, grantees seamlessly transition to the alumni database with comprehensive profile creation and success documentation.

  • Automatic Profile Migration: Grantee data automatically transfers to alumni system upon program completion
  • Professional Information Capture: Current employment, job title, organization, and career progression tracking
  • Success Story Documentation: Capture grant summaries, achievements, research outcomes, and program impact
  • Social Media Integration: Track LinkedIn, Twitter, and professional online presence for networking
  • Alumni Portal Access: Alumni receive credentials to login, update profiles, and connect with peers
6

Ongoing Alumni Engagement

Build lasting networks through event management, peer connections, reviewer assignments, and continuous professional development opportunities.

  • Event Participation Tracking: Monitor alumni attendance at reunions, speaking engagements, workshops, and networking events
  • Alumni-to-Alumni Networking: Enable connections between alumni for collaboration, mentorship, and professional opportunities
  • Reviewer Program Integration: Invite experienced alumni to serve as reviewers for new applicants, creating feedback loop
  • Engagement History: Complete timeline of alumni interactions, contributions, and involvement with the commission
  • Impact Measurement: Track alumni achievements, publications, leadership roles, and contributions to their communities

Who Uses Studentfy?

Designed for every stakeholder in the scholarship ecosystem

Program Officers

Manage applications, assign reviewers, track progress, and make data-driven selection decisions with AI assistance.

Applicants

Complete applications, upload documents, request recommendations, and track submission status through intuitive portal.

Reviewers

Alumni, internal staff, and external experts evaluate applications through dedicated portals with customizable scoring rubrics.

Executive Directors

Access analytics dashboards, generate reports, monitor program performance, and make strategic funding decisions.

Seamless Integrations

Connect Studentfy with your existing tools and workflows

Email Systems

Integrate with Gmail, Outlook, and custom SMTP servers for automated notifications, reminders, and communications.

Calendar Platforms

Sync with Google Calendar, Outlook Calendar for interview scheduling, deadline reminders, and event coordination.

Document Management

Export to PDF, generate customizable reports, and integrate with document signing platforms like DocuSign