Via Global Glossary

Account 

Saved record of data 

Admin/Administrator

User with rights/permission to perform certain administrative tasks

Application

Custom questionnaire created by Admins for Travelers accessed when clicking Apply Now from a program brochure

Application Dashboard

Admin–only view of all application data that is searchable, filterable, sortable, reportable

Application status

The loosely intended meaning of the stage of a traveler’s application. Organizations can imbue each status with whatever meaning works within their process. Admins with permission can always edit content and update application status.

The stage of a traveler’s application loosely intended meaning, however, organizations can imbue each status with whatever meaning works within their process. Admins with permission can always edit content and update application status.

  • Incomplete - all new applications are created in this status by default; travelers can edit applications in incomplete status if there is no deadline or the deadline is in the future
  • Submitted - indicates traveler has completed all required questions and sent their application for review; travelers can not edit submitted applications
  • In Review - indicates admin is evaluating applications; travelers cannot edit application in this status
  • Conditionally Accepted - indicates that application will be accepted given certain criteria are met; travelers cannot edit applications in this status
  • Waitlisted - indicates applicant has met criteria for acceptance but there is no room on the program; travelers cannot edit applications in this status
  • Accepted - indicates applicant has met criteria for acceptance; travelers cannot edit applications in this status; travelers can Commit to applications in Accepted status
  • Committed - indicates traveler has confirmed participation in program; travelers cannot edit applications in this status
  • Not Accepted - indicates applicant has not met criteria for acceptance; travelers cannot edit applications in this status
  • Deferred - indicates traveler wants to participate at a future date; admins & travelers can defer applications; travelers cannot edit applications in this status; admins can turn off the ability for travelers to defer
  • Withdrawn - indicates traveler is no longer associated with this program; admins & travelers can withdraw applications
  • Transferred - indicates original application was transferred from this program to another; travelers cannot edit applications in this status

Application Template Dashboard

Admin-only view of application template that is searchable and sortable

Authorized program

Program brochure created outside of the home campus organization and authorized into the organization’s Via Global account

Authorized Provider

Any Organization within the Via TRM community that creates publicly available program brochures

Dashboard

Grid view of data that is filterable, sortable, searchable and reportable 

Event Dashboard

Admin-only view of all future, past, & canceled events that is filterable, sortable, searchable and reportable

Form

Custom questionnaire created by Admins for Travelers to fill out at any time in their enrollment process

Form status

The loosely intended meaning of the stage of a traveler’s form. Organizations can imbue each status with whatever meaning works within their process. Admins with permission can always edit content and update form status.

  • Not Started - all new forms are created in this status by default; travelers can edit forms in this status, regardless of deadline
  • Started - indicates traveler has begun form; travelers can edit forms in this status
  • Submitted - indicates traveler has sent form for review; travelers cannot edit forms in this status
  • Accepted - indicates admin has reviewed and approved form; travelers cannot edit forms in this status

Form Template Dashboard

Admin only view of form templates that is searchable and sortable

Internal Program

Program brochure created within the organization’s Via Global account

Knowledge Base

Collection of self-serve articles to help facilitate understanding of how to use Via

Main Navigation 

Menu bar at the top of the screen with links to the main workflow pages in Via 

Message

In-app communication between admins and travelers; copies of these communications are also sent to the recipient's email inbox

Notifications

Automated emails sent to the users' email inbox. Notifications are sent based on actions taken in Via or based on deadline.

Program

A global opportunity

Program Alternates

Option for Admins to request that Travelers select back-up options as part of the application process

Program Contact

Admin user that is designated to receive program notifications like application status updates, request to apply notifications and ask a question messages re: their program

Program Dashboard

Admin-only view of an organization’s program portfolio that is searchable, filterable, sortable and reportable

Program Match

Travelers have the option to take a Program Matching quiz to get a custom prioritized list of approved Programs. Uses a proprietary engine that serves up programs to travelers based on their detailed personal inputs. Admins can turn Program Match off for their account if desired.

Program Preferences 

Traveler-generated data from traveler intake & program match. Visible to admins and travelers in the program preferences tab in Traveler Profile. Only editable by travelers.

Program Settings

Admin-only view of program set up where admins add terms, associate application & form templates along with deadlines and add cost & credit information

Report Dashboard

Admin-only view of account data that are searchable, filterable, sortable, reportable 

Settings

Admin-only view of organization set up information

State

Status of programs (that determines visibility to travelers) and applications/forms (that determines whether they can be added to program terms):

  • Draft - all new programs & templates are created in this state by default
  • Published - programs are visible to travelers & templates are available to add to program terms and suitcases
  • Unpublished - programs not visible to travelers & templates are not available to add to program terms or suitcases
  • Archived - programs not visible to travelers & templates are not available to add to program terms or suitcases

Suitcase

Saved enrollment workflow that includes term name, application template, application deadline, form template/s and deadlines and program alternate selection. Suitcases are assigned to authorized program terms. Travelers cannot apply to authorized programs without a suitcase assigned.

Support Team

Smart, helpful, knowledgeable Via TRM team to contact at support@via-trm.com for assistance with Via

Tags

An admin-only visual indicator that can be added to internal program terms. Tags are a way to help admins:

  • organize/categorize internal program terms
  • search and filter for terms associated with a particular tag
  • create a group or pool of terms available for program alternate selection by travelers

Term

Date range denoting the time period of a program

Tracking steps

Stages of the traveler journey in Via Global. Tracking steps are automatically associated with travelers based on application status and program dates.

  • Interested - a traveler has created an account but not yet started any applications
  • Applying - a traveler has started one or more applications to future terms; application is in any of the following statuses: Incomplete, In Review, Accepted, Not Accepted, Conditionally Accepted, Approved, Conditionally Approved, Nominated, Waitlisted
  • Pre-Departure - a traveler has a committed application to a future term
  • On-site - a traveler has a committed application to a term with a start date in the past and an end date in the future
  • Alumni - a traveler has a committed application to a term with an end date in the past
  • Deferred/Withdrawn/Closed - a traveler has a withdrawn, deferred, transferred application OR any non-committed application in the past

Traveler

A user with rights/permission to perform non-administrative tasks; traveler is often synonymous with student, however, a traveler can be anyone

Traveler Dashboard

An admin-only view of all travelers that is searchable, filterable, sortable, reportable

Traveler Info

All personal, academic, contact, emergency contact, and passport & visa status data. Visible to admins and travelers in the Traveler Info tab in Traveler Profile. Traveler Info fields are available to be added to any form.

Traveler Intake 

Travelers have the option to take an intake quiz and answer questions about motivations, concerns, travel history, etc. Admins can opt to turn off Traveler Intake, if desired

Traveler journey 

The start to finish process that travelers go through in regards to studying abroad

Traveler profile

Admin and traveler view of an individual traveler; all traveler data is housed within the traveler profile

Traveler view of the program dashboard

Traveler-only view of their organizations program portfolio that is searchable, sortable & filterable

Unauthorized Programs

Provider/affiliate programs that have not yet been authorized into a User's program portfolio for Travelers to view.

Via Global

Study abroad software created by Via TRM (Traveler Relationship Management)

Visitor Program Brochure

Informational program page that can be viewed in front of a login (aka no account needed)

Visitor Program Dashboard

Organization's program portfolio, visible in front of a login (aka no account needed)