Check requests, collect missing files, open approval tasks. Every one is ready to run, and you can adjust it in plain language.
Offer prospective students current meeting times and links.
Give colleagues meeting times they can pass to invitees, with booking links and a clear time zone after checking current openings.
Check submitted answers before adding applicants to the tracker.
Keep your tracking table focused on valid form responses, with an email explaining what was added or what needs fixing.