Complete guides, tutorials, and API references for Studentfy.co
Studentfy.co is a comprehensive AI-powered Enterprise Management Information System designed specifically for International Awarding Bodies and educational exchange organizations worldwide.
Studentfy.co manages the complete lifecycle of scholarship programs—from application creation and review, through grantee management, to alumni engagement—all in one integrated platform powered by cutting-edge AI technology.
Create dynamic, configurable application forms for any scholarship program
Automated eligibility checks and intelligent application scoring
Streamlined review process with smart assignment algorithms
Track grantees from selection through program completion
Maintain lifelong engagement with program alumni
Comprehensive reporting and data visualization tools
| User Type | Description | Primary Functions |
|---|---|---|
| Administrators | International Awarding Bodies leadership and IT staff | System configuration, user management, security |
| Program Officers | Staff managing day-to-day operations | Application review, grantee tracking, reporting |
| Reviewers | Internal, external, and alumni evaluators | Application assessment and scoring |
| Applicants | Scholarship candidates | Application submission, document upload |
| Grantees | Awarded candidates | Profile updates, engagement tracking |
| Alumni | Program graduates | Networking, reviewing, event participation |
Get up and running with Studentfy.co in minutes. Follow these simple steps to configure your first program.
Sign up for a Studentfy.co account or log in with your organization's credentials.
https://app.studentfy.co/register
Navigate to Settings > Organization and enter:
Go to Programs > Create New and configure:
Use the drag-and-drop form builder to create your application:
Add team members at Settings > Users:
When ready, click Publish to make your application live. Share the URL with candidates:
https://apply.studentfy.co/your-organization/program-name
Your scholarship program is now live and ready to accept applications. Monitor submissions in real-time from your dashboard.
To create a new Studentfy.co account:
Your organization profile is the foundation of your Studentfy.co experience. Configure:
Enable 2FA for enhanced security:
Go to Settings > Security > Two-Factor Authentication
Select from:
If using an authenticator app, scan the QR code displayed on screen
Download and securely store your 10 backup codes for account recovery
Studentfy.co uses a role-based access control (RBAC) system to ensure users have appropriate permissions for their responsibilities.
| Role | Permissions | Typical Users |
|---|---|---|
| Super Admin | Full system access, billing, user management, all modules | Executive Director, IT Manager |
| Program Director | Program configuration, team management, reporting | Program Director |
| Program Officer | View/edit applications, assign reviewers, manage grantees | Program Officers, Coordinators |
| Program Assistant | View applications, basic data entry, no deletion | Administrative Assistants |
| Alumni Officer | Alumni database management, engagement tracking | Alumni Relations Staff |
| Reviewer (Internal) | Review assigned applications, submit scores | Internal review committee members |
| Reviewer (External) | Review assigned applications only (no dashboard access) | External panel members, embassy staff |
| Alumni Reviewer | Review applications, access alumni portal | Program alumni serving as reviewers |
To add a new user to your organization:
Users will receive an email invitation with a secure link to set their password and complete their profile. Invitations expire after 7 days.
For advanced use cases, Super Admins can create custom roles with granular permissions:
Create, configure, and manage scholarship applications with Studentfy.co's powerful application builder.
Navigate to Programs > [Your Program] > Application Form
Organize your application into logical sections:
Name, DOB, contact details, demographics
Education history, GPA, transcripts
Employment history, roles, achievements
Purpose statements, research proposals
GRE, TOEFL, IELTS scores and documents
Letter of recommendation requests
Drag and drop field types to build your form:
| Field Type | Use Case | Validation Options |
|---|---|---|
| Text Input | Short answers (name, email, phone) | Required, min/max length, regex pattern |
| Text Area | Long answers (essays, statements) | Required, word/character count limits |
| Dropdown | Single selection (country, degree level) | Required, custom options |
| Multi-Select | Multiple selections (languages, interests) | Required, min/max selections |
| Date | Birth date, graduation date | Required, date range restrictions |
| File Upload | Documents (CV, transcripts, essays) | Required, file type, max size |
| Number | GPA, test scores, age | Required, min/max value, decimal places |
| Radio Buttons | Yes/No, gender, status | Required |
| Checkbox | Agreements, consents | Required |
Show or hide fields based on previous answers:
IF citizenship = "Non-US Citizen"
THEN show field "Visa Type"
ELSE hide field "Visa Type"
Common use cases:
Applicants can save their progress and return later. Auto-save occurs every 60 seconds. A progress bar shows completion percentage.
Application states:
Leverage artificial intelligence to automate initial screening, validate eligibility, and score applications with 95% accuracy.
AI screening is a decision-support tool, not a replacement for human judgment. Final selection decisions should always involve human review and oversight.
Configure business rules to automatically validate applicant eligibility:
Navigate to Programs > [Your Program] > AI Settings > Eligibility Rules
| Rule Type | Configuration | Example |
|---|---|---|
| Age Requirements | Min/Max age on specific date | Must be 18-35 years old on Aug 1, 2025 |
| GPA Threshold | Minimum GPA required | GPA ≥ 3.0 on 4.0 scale |
| Test Score Minimum | GRE, TOEFL, IELTS minimums | TOEFL ≥ 79 or IELTS ≥ 6.5 |
| Work Experience | Years of experience required | Minimum 2 years full-time work |
| Citizenship | Eligible countries/regions | Must be citizen of Pakistan |
| Degree Level | Required education level | Must hold Bachelor's degree |
| Language Proficiency | Required language levels | English proficiency required |
// Example Eligibility Rule Configuration
{
"rules": [
{
"type": "age",
"min": 18,
"max": 35,
"referenceDate": "2025-08-01"
},
{
"type": "gpa",
"minimum": 3.0,
"scale": 4.0
},
{
"type": "test_score",
"tests": ["TOEFL", "IELTS"],
"minimums": {
"TOEFL": 79,
"IELTS": 6.5
},
"operator": "OR"
}
]
}
Configure AI to score applications based on your priorities:
| Component | Weight | Factors Evaluated |
|---|---|---|
| Academic Excellence | 30% | GPA, institution prestige, honors, academic awards |
| Essays & Statements | 25% | Clarity, relevance, originality, goals alignment |
| Work Experience | 20% | Years of experience, leadership roles, impact |
| Test Scores | 15% | GRE, TOEFL/IELTS scores relative to requirements |
| Recommendations | 10% | Strength of recommendations, recommender credentials |
AI predicts outcomes based on 800+ factors:
Intelligent document processing with OCR extracts data from PDFs and images automatically, reducing manual data entry by 90%.
GPA, courses, grades, institution
GRE, TOEFL, IELTS official scores
Name, DOB, nationality, expiry
Identity verification data
Financial information
Health clearance data
Applicant uploads document (PDF, JPG, PNG) up to 10MB
AI extracts text using computer vision (typically 5-15 seconds)
Key information identified and structured (GPA, scores, dates)
Cross-reference with applicant-entered data, flag discrepancies
Program officer verifies AI-extracted data (90% accuracy rate)
Navigate to Applications > [Applicant] > Documents
For each document, see:
Documents are typically processed within 15 seconds. Complex or low-quality scans may take up to 2 minutes. You'll receive an email notification when processing completes.
Configure scholarship programs with precision to match your International Awarding Bodies's unique requirements.
| Milestone | Date Field | Description |
|---|---|---|
| Application Opens | Start Date | When application portal goes live |
| Application Deadline | End Date | Last date/time to submit applications |
| Review Period | Review Start/End | When reviewers can access applications |
| Selection Date | Decision Date | When final decisions are made |
| Notification Date | Announcement Date | When applicants are notified |
| Program Start | Grant Start Date | When grantees begin their programs |
Customize automated emails at Programs > Mail Manager
Available templates:
Dear {applicant_first_name},
Thank you for submitting your application for the {program_name} program.
Your application has been received and will be reviewed by our selection committee.
You should expect to hear from us by {notification_date}.
Application ID: {application_id}
Submitted: {submission_date}
Best regards,
{organization_name}
Use merge fields:
The Studentfy.co REST API allows you to programmatically interact with your scholarship data.
API access is available on Professional and Enterprise plans. Contact your account manager to enable API access.
https://api.studentfy.co/v1
All API requests require authentication using an API key. Include your key in the header:
Authorization: Bearer YOUR_API_KEY_HERE
API keys provide full access to your data. Never share keys publicly, commit them to version control, or expose them in client-side code. Rotate keys regularly.
| Plan | Rate Limit | Burst Limit |
|---|---|---|
| Professional | 1,000 requests/hour | 50 requests/minute |
| Enterprise | 10,000 requests/hour | 200 requests/minute |
// Get all applications
GET /applications
// Get specific application
GET /applications/{id}
// Create application
POST /applications
// Update application
PATCH /applications/{id}
// Delete application
DELETE /applications/{id}
curl -X GET \
https://api.studentfy.co/v1/applications \
-H 'Authorization: Bearer YOUR_API_KEY' \
-H 'Content-Type: application/json'
{
"data": [
{
"id": "app_1234567890",
"program_id": "prog_Chevening_2025",
"applicant": {
"first_name": "Elizabeth",
"last_name": "Gomez",
"email": "elizabeth.gomez@example.com"
},
"status": "pending_review",
"submitted_at": "2025-01-10T14:30:00Z",
"ai_score": 87.5,
"eligibility_passed": true
}
],
"pagination": {
"page": 1,
"per_page": 50,
"total": 1247
}
}
Solution:
Solution:
Solution:
Solution:
Yes! We support data migration from spreadsheets, legacy systems, and other scholarship platforms. Our team handles the entire migration process. Contact support@studentfy.co to schedule a migration.
We use military-grade AES-256 encryption, SSL/TLS for all connections, SOC 2 Type II compliance, regular security audits, and GDPR/FERPA compliance measures. Your data is backed up daily and stored in geographically redundant data centers.
Yes, applications auto-save every 60 seconds. Applicants can log back in anytime before the deadline to continue.
We'll notify you when you reach 80% of your plan limit. You can upgrade your plan or purchase additional application credits.
Yes! Professional and Enterprise plans include custom branding, colors, logos, and custom domains (e.g., apply.yourname.org).
Studentfy.co is cloud-based and requires internet connection. However, you can export data anytime for offline viewing.
Our AI achieves 95% accuracy in eligibility validation and 96% correlation with human reviewer scores. However, AI should supplement, not replace, human judgment.
Our support team is here to help you succeed with Studentfy.co.
Get help via email
General: support@studentfy.co
Technical: tech@studentfy.co
Response: Within 24 hours
Chat with our team
Hours: Mon-Fri, 9 AM - 6 PM EST
Location: Bottom-right of dashboard
Response: Immediate
Speak with an expert
Pro/Enterprise only
Phone: +1 (555) 123-4567
Hours: Mon-Fri, 9 AM - 6 PM EST
Learn from experts
Webinars: Every Thursday 2 PM EST
1-on-1: Schedule via support
Cost: Included in all plans