On request services
Accessing the list
- Sign in as a Service administrator.
- Open CUSTOMERS → Applications.
- Select the On request services tab.
Page layout
| Area | Description |
|---|---|
| Tab bar | Switch between application types |
| Filters | SHOW FILTERS / HIDE FILTERS |
| Search | Text search; filters the table as you type |
| Table | Paginated list of applications with sortable columns (column header menu) |
| Results | Showing X–Y of Z results (20 applications per page by default) |
Which applications you see
On-request applications where the application’s service is one you administer as Service administrator.
Filters
| Filter | Description |
|---|---|
| Customer account | Requesting organization |
| Application ID | Free-text match on application ID |
| Status | DRAFT, NEW, PROCESSING, ACCEPTED, REJECTED, or STOPPED |
| Service | Service the application belongs to |
| Language | Spoken language |
| Subject | Subject for the delivery |
| Created by | User who created the application |
Sorting
Default sort is Date created, newest first.
Sortable columns: Application ID, Customer account, Status, Service, Created by, Submitted by, Submitted at, Date created.
Professionals column
| Display | Meaning |
|---|---|
| Multiple rows with status icons | Invited professionals and their response (not answered, accepted, rejected) |
| Single name in green with confirmed icon | The confirmed professional assigned to deliver |
Hover the status icon next to a professional name for their invitation response.
Application lifecycle
Customer admins and applicants complete DRAFT and submit. As Service administrator, you take over from NEW until the application is STOPPED, REJECTED, or fully ACCEPTED.
stateDiagram-v2
[*] --> DRAFT: Customer or applicant
DRAFT --> NEW: Submitted
NEW --> PROCESSING: You change status
PROCESSING --> ACCEPTED: You approve
PROCESSING --> REJECTED: You reject
PROCESSING --> STOPPED: You halt review
NEW --> REJECTED: You reject
NEW --> STOPPED: You halt review
ACCEPTED --> STOPPED: You halt delivery
note right of NEW
You review the submission
Edit application details
Move status to PROCESSING
end note
note right of PROCESSING
You invite professionals
Confirm accepted professional
Schedule delivery in calendar
Set ACCEPTED or REJECTED
end note
note right of ACCEPTED
You can still Edit
Customer may Add attendees
end note| Status | Your role |
|---|---|
| DRAFT | View — customer or applicant completes the wizard |
| NEW | Edit, change status, begin review |
| PROCESSING | Edit, manage Professionals tab (invite, confirm, revoke) |
| ACCEPTED | Edit until STOPPED; monitor delivery |
| REJECTED / STOPPED | View only when STOPPED blocks Edit |
Row actions
| Action | When available | Description |
|---|---|---|
| View | Always | Opens application details |
| Edit | Status is not STOPPED | Opens the application edit page |
Edit an application
- Open Applications → On request services.
- Choose Edit from the row Actions menu (⋮) on any application whose status is not STOPPED, or open View and click EDIT in the footer.
The page title is Edit application. The layout uses tabs, not the customer apply wizard.
Status
| Application status | What you see |
|---|---|
| DRAFT or STOPPED | Fixed status heading — no status dropdown |
| All other statuses | Status dropdown at the top of the page |
Selecting a new value in the dropdown opens a confirmation dialog. The dropdown is disabled while you have unsaved changes on Application details, Time, or More information — save or cancel those changes first.
Unsaved changes
Most tabs save with their own UPDATE button. While a tab has unsaved edits, you cannot switch to another tab or change application status.
Tabs and editable fields
| Tab | Editable content | Save |
|---|---|---|
| Application details | Spoken language, mentors, level/year/group/program, physical study checkbox, school type, subject, subject area, objectives. Decision deadline (date and time) appears after the application was submitted. Customer account and service name are read-only. | UPDATE |
| Time | Tab is disabled when status is ACCEPTED or STOPPED. Check Enable editing (a warning is shown), then change time zone, start and end dates, weekday lesson times, and billing account. | UPDATE |
| Attendees | Add attendees (ADD ATTENDEE is disabled for REJECTED or STOPPED). Remove attendees (same restriction). Toggle Participates (disabled for ACCEPTED, REJECTED, and STOPPED). Actions apply immediately through dialogs. | — |
| Upload files | Upload, download, and remove application documents. Required service template documents are listed for download only. | Immediate |
| More information | Free-text notes | UPDATE |
| Professionals | Tab is disabled for DRAFT and NEW. Use Suggested professionals, Invite (disabled when a professional is already confirmed), and Add professional when status is ACCEPTED. Per invitation: Confirm, Cancel confirmation, or Revoke — available actions depend on the professional’s response and application status. Calendar scheduling for the confirmed professional is part of this workflow. | Dialogs |
CANCEL on each tab returns to the applications list without saving that tab.
View application
Open View from the row Actions menu (⋮). The page title is Application: [Application ID].
The detail page is read-only. Sections appear top to bottom, separated by horizontal dividers.
Page header
| Field | Description |
|---|---|
| Application ID | Unique identifier (e.g. #A-KMU-2101026-001) |
| Status | Current application status |
| Created by | Name and email of the user who created the application (empty if not recorded) |
| Date created | Date and time the application was created |
| Submitted by | Name and email of the user who submitted it (empty if not yet submitted) |
| Submitted at | Date and time of submission (empty if not yet submitted) |
Customer account details
| Field | Description |
|---|---|
| Organization | Organization name and organization number |
| Address | Street address |
| Location | Postal code, region, and municipality |
| Country | Country name |
| Phone | Shown when set on the organization |
| Website | Shown when set |
| Shown when set |
Customer admin details
| Field | Description |
|---|---|
| First name | Customer administrator first name |
| Last name | Customer administrator last name |
| Customer administrator email |
Service
| Field | Description |
|---|---|
| Service name | Selected on-request service |
Options
| Field | Description |
|---|---|
| Spoken language | Language required for delivery |
| Mentors | Name and email for each selected mentor, or No data available when none were chosen |
| Level, year, group, program | Free-text level identifier |
| Application concerns a physical study guidance | Checkbox — checked when physical presence is required |
Subject and objectives
| Field | Description |
|---|---|
| Type of school | School type for the subject |
| Subject | Subject name |
| Subject area | Subject area name |
| Objectives | Stated learning objectives |
Time
| Field | Description |
|---|---|
| Time zone | Time zone used for scheduling |
| Start date | First day of the service period |
| End date | Last day of the service period |
| Lessons in weekday | For each weekday with lessons: day name and start–end time |
| Total number of lessons (sessions) | Count of scheduled sessions |
| Total billable hours | Billable hours derived from the schedule |
The following billing fields appear in the Time section for Customer admin (own applications), System admin, and Service admin:
| Field | Description |
|---|---|
| Hourly price | Price in SEK (from the service or locked at submission) |
| Total amount | Calculated total in SEK |
| Selected billing account | Billing account chosen for the application |
When a billing account is selected, an estimated cost warning appears below the time section.
Applicants, Mentors, and Professionals do not see billing on this page.
Attendees
Shows Total attendees when the list is not empty.
| Column | Description |
|---|---|
| # | Row number |
| First name | Attendee first name (masked when anonymized) |
| Last name | Attendee last name |
| Attendee email | |
| Participates | Checkbox plus optional system note (for example, when a system role prevents adding the user as an attendee) |
When no attendees were added, the page shows No attendee added.
Uploaded documents
Shows Total documents when files exist.
| Column | Description |
|---|---|
| # | Row number |
| Name | File name |
| File size | Size of the uploaded file |
| Uploaded at | Upload date and time |
| Download | Download icon — opens the file in a new tab |
When no files were uploaded, the page shows No uploaded documents.
More information
Free-text additional information from the application wizard, or No additional information provided when empty.
Log notes
Separate card below the main detail (Log notes heading). Shows status-change history and notes marked visible to the customer. The card appears only when matching notes were returned for your role.
Custom application notes
Separate card below the main detail (Notes heading). Threaded notes between administrators, the owning customer administrator, and invited or confirmed professionals. The panel is always shown for your role; displays No notes have been added when empty.
Footer actions
| Button | When shown | Description |
|---|---|---|
| CANCEL | Always | Returns to the applications list |
| EDIT | Status is DRAFT, or any status except STOPPED for admins | Opens the application edit page; disabled with a tooltip when status is STOPPED |
Related documentation
- Applications overview
- Follow ups — coordinate after professionals are assigned