> For the complete documentation index, see [llms.txt](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/en/collections-report/applications.md).
# Application reports
See the count of all the school's applications, and who is on leave today, on one page.
**Where to go:** in the left menu, **Reports → Application reports**. View this page on a computer. **Before you start:** be an Admin, Academic coordinator or Office staff ([who can do what](#roles)). This page is view-only; you cannot decide on an application from here.
The numbers come from the school's [applications](/schoolmanagerp-docs/en/applications.md), such as leave applications. Staff leave counts come from the record of approved leave.
[See the count](#task-main) · [Open old applications](#task-stale) · [Change the time](#task-filter) · [Problems and fixes](#trouble)
**On this page**
* [See this year's application count](#task-main)
* [How to know the numbers are right](#confirm)
* [Other situations](#other)
* [Open applications waiting more than 3 days](#task-stale)
* [See another academic year or dates](#task-filter)
* [Who is on leave today, and how many days each took](#task-leave)
* [Problems and fixes](#trouble)
* [Who can do what](#roles)
* [Learn more](#more)
***
## See this year's application count
1. In the left menu press **Reports**, then press **Application reports**.
→ The page opens. Under the title it says **Academic year … · all applications**.
2. Look at the four boxes at the top: **Submitted**, **Approved**, **Rejected** and **Average time to decide**.
→ Under **Submitted** it says **This academic year**; if you filter by dates only (no year), it says **In the dates you picked**. Under **Approved** and **Rejected** it says what share of the total, for example **60% of applications**. **Average time to decide** is in hours, for example **12.5 hours**.
3. Below, look at the **Waiting more than 3 days** list. These are still waiting for someone's decision.
4. Look at the **By type and status** and **By month** tables.
***
## How to know the numbers are right
| State | How you know | What next |
| ----------------------------------- | ----------------------------------------------------- | --------- |
| **Only picked on screen** | When you change a filter, the numbers change at once | — |
| **Loaded from the school's system** | The four boxes show numbers, with no grey placeholder | Done |
This page does not keep anything on your phone or computer, so there is no "saved on this device" state. The filters are kept in the page address; if you send the link, the other person sees the same count.
***
## Other situations
### Open applications waiting more than 3 days
In the **Waiting more than 3 days** list each application is one row: **Number**, **Submitted** (date · **waiting … days**), **Type**, **Applicant**, **Step**, **Status**. The oldest comes first, at most 50.
1. Press **View — …** on a row.
→ The application's own page opens. Decide on it from there.
If there is nothing, it says **No application has been waiting more than 3 days.**
### See another academic year or dates
1. From **Academic year** choose a year.
2. If needed, enter the **From** and **To** days under **Submitted on**.
→ The dates are added under the title too; with only one date it says **From {date}** or **Up to {date}**. If no application matches, it says **No applications in this period**; press **Clear all filters** to remove the filters.
| You pick | Which applications are counted | The **Academic year** box says |
| ------------------- | ------------------------------------------------------------------- | ------------------------------ |
| Nothing | The current year, plus applications that have no year | **Current year (…)** |
| A year | Only that year | The year's name |
| Only dates, no year | Every year, within the dates; the year is not shown under the title | **All years** |
### Who is on leave today, and how many days each took
* The **On leave today** part has two lists: **Staff** (name, leave type, **until …**) and **Students** (name, class · section, **until …**). If nobody is, it says **No one is on leave today.**
* The **Staff leave days** table has each staff member's days **By leave type** and **Total days**. Only approved leave, counted in working days.
**On leave today** ignores every filter and always shows today. The staff list and **Staff leave days** come from the record of approved staff leave, so they show even when there is no application. The students list comes from approved student leave applications.
***
## Problems and fixes
| What you see | What to do | Who can help |
| ---------------------------------------------------- | ---------------------------------------------------------------------------------------------------- | ------------ |
| **Could not load the report.** | Press **Try again**, or reload the page. | Admin |
| **No applications in this period** | Press **Clear all filters**, or choose another year. | — |
| **Average time to decide** shows **—** | No application was decided in this time. | — |
| Staff leave days do not change when the year changes | Leave days are filtered by **Submitted on** only, by the day the leave starts; not by academic year. | — |
| **Application reports** is not in the left menu | Your role cannot see this page. See [who can do what](#roles). | Admin |
***
## Who can do what
| Role | View the report |
| ------------------------------------------------------ | --------------- |
| Admin | Yes |
| Academic coordinator | Yes |
| Office staff | Yes |
| Accountant, Teacher, Exam controller, Committee member | No |
**Admin, Academic coordinator and Office staff:** all three see the same count for the whole school; there is no difference in the code. All applications are counted, not only your own share.
Other roles may be able to submit applications, but they do not get **Application reports** in the left menu.
***
## Learn more Parts of the page, top to bottom
* The title and **Academic year … · all applications**.
* Filters: **Academic year**, **Submitted on** (**From**, **To**).
* Four boxes: **Submitted**, **Approved**, **Rejected**, **Average time to decide**.
* **Waiting more than 3 days**.
* **By type and status** (**Pending**, **Approved**, **Rejected**, **Other**) and **By month** (**Submitted**, **Approved**, **Rejected**).
* **On leave today** and **Staff leave days**.
What each field means
| Field | What to enter | Required? |
| ------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | --------- |
| Academic year | Which academic year to count. When chosen, only that year’s applications are counted. | No |
| Submitted | Filters by the day an application was submitted; both the start and end days count. Staff leave days use the same dates, by the day the leave starts. | No |
How the numbers are counted
The report's two sources
* **Submitted:** all applications that match the filters, in any status.
* **By type and status:** pending and under review together make **Pending**; everything other than approved and rejected is **Other**.
* **Average time to decide:** for approved or rejected applications, the average hours from submitting to the decision, to one decimal place.
* **Waiting more than 3 days:** pending or under review, more than 3 days after submitting; at most 50.
* **Submitted on:** by the day of submitting, in Bangladesh time.
* **Staff leave days:** approved leave; a leave that falls in two months is counted in the month it starts.
**Related pages**
* [**Applications**](/schoolmanagerp-docs/en/applications.md) — Submit school applications such as leave, fee waiver, transfer certificate, testimonial and section change, enter a guardian's paper.
* [**Staff attendance and leave**](/schoolmanagerp-docs/en/attendance/staff-attendance.md) — staff leave
***
*Version 0.1.0 · last verified 2026-10-25*
