'Applicaa Futures – Destination Tracker: How it works and data sharing'
This article outlines how the Applicaa Futures Destination Tracker operates, describes the data-sharing workflow, and explains how the information supports schools’ statutory duty to track and report post-16 destinations.
Section titled “This article outlines how the Applicaa Futures Destination Tracker operates, describes the data-sharing workflow, and explains how the information supports schools’ statutory duty to track and report post-16 destinations.”1. What is it?
The Destination Tracker shows which post-16 places each Year 11 student has applied to and whether they still have an active application.
2. How it works
Step
What happens
1. Internal link-up
Your school imports Year 11 pupils into Applicaa at the start of the academic year so they can apply to the sixth form. Each pupil’s email becomes their ApplicaaOne profile ID.
2. Automatic tracking
Whenever that pupil applied to a sixth form or college that uses Applicaa to manage their admissions, the system updates their ApplicaaOne profile with the latest status and a flag to note if a student is a NEET Risk based on whether they have any active applications.
3. Dashboard view
Careers/admissions staff from the student’s current school see the destination data within their school’s sixth form admissions form under the “Applicaa Futures” menu item.
Note: A pupil must be marked Internal Applicant and have your school set as their “current school” in the Education step for their data to sync.
**Dashboard View:
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Non-Applicaa Destinations:
Students can add non-Applicaa destinations to their ApplicaaOne profile, giving schools a complete view of every application. Applicaa also emails timely reminders—especially in the run-up to the School Census—prompting students to keep their Destination Tracker up to date.
Missing Destinations:
If a destination is still missing, after opening a student’s destination tracker profile - staff at the student’s current school can enter it manually through the Destination Tracker.
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3. Why is Applicaa sharing this data with my school?**
What
Detail
Statutory duty
Schools must record post-16 destinations for the annual DfE School Census and local RONI tracking.
Lawful basis
UK GDPR Art 6 (1)(c) legal obligation and Art 6 (1)(e) public task. No additional consent required.
Applicaa role
Processor under the Data Protection Act 2018, acting strictly on the school’s written instructions.
Privacy notice
Our policy explicitly states that application and offer statuses are returned to pupils’ current schools for statutory purposes.
Complies with the Education (Information About Individual Pupils) Regulations 2013 and UK GDPR.
4. Exactly what is shared?
Field
Purpose
Provider name & LA-estab / UKPRN
Identifies the destination unambiguously.
Status flag (Started /Awaiting Reference/ Completed / Offer made / No offer / Offer declined/ Enrolled etc.)
Allows the school to see if the pupil still needs support.
Subjects applied for
Helps careers teams match pupils to appropriate advice.
Date last updated
Audit point; proves the information is current.
5. Permitted use
Allowed
Not allowed without a new lawful basis
School Census returns
Marketing / fund-raising
Careers guidance meetings
Commercial analytics
Local-authority NEET tracking
Sharing with third parties not named in your privacy notice
Need more info? Contact our support team – we’re happy to help.