Applications
Build staff, farm-hand or mod-tester applications. Members fill in a form inside Discord and your team approves or denies each one from a review post.
On this page
- Before you start
- Set it up
- Settings explained
- Application
- Messages
- Who can apply
- When it's reviewed
- Questions
- Commands
- Placeholders
- How an application works
- 1. The member starts
- 2. They answer the questions
- 3. They check and send it
- 4. Your team reviews it
- Application responses
- Examples
- Premium
- Troubleshooting
- Sent applications never show up
- "… isn't set up yet. Please let the server staff know."
- "… doesn't have any questions yet."
- The application isn't in the /apply menu
- Approved roles or the nickname weren't given
- "You do not have the role or permission required to review this application."
- Related
Applications let the bot do the interviewing. You build a form on the dashboard, a member picks it in Discord and answers your questions in pop-up forms, and the bot posts the answers in your review channel with buttons to approve or deny. Approving can give and remove roles, set the member's nickname and DM them, so the whole thing runs without anyone copying answers around.
Before you start#
- Members answer in pop-up forms inside your server, so their DM settings don't matter. The bot still DMs them a receipt and the result when it can.
- If a channel or role is missing from the dashboard lists, run
/setupin Discord, choose Update Channels and Roles for Website, then refresh the page.
Set it up#
It's under Tickets & applications in the sidebar.
Pick a starter form in Start from (or A blank form), give it a Title if you like, and click Create. The editor opens.
On Edit application, pick a Review channel, check the other settings and click Save application.
In Questions, click Add question, or the green pencil to change one. Use the arrows to reorder them. How it looks in Discord shows the card members get, the first page of the form, the review post your team sees and both DMs.
In Reviewers, pick each role that should review this application and click Add.
In Roles given when approved, add the roles the bot should give the member.
Members can use /apply. To post a menu in a channel, run /setup there, choose Create Application Embed with Dropdown and type a message for it.
Settings explained#
Application#
| Setting | What it does | Default |
|---|---|---|
| Title | Shown on the form, in the /apply menu and on the review post. Up to 45 characters. | The template's title |
| Taking applications | Paused hides the application from /apply and stops new ones. | Open |
| Description | A line under the title in the menu. Up to 100 characters. | Empty |
| Review channel | Where sent applications are posted for your team. Required: members can't apply until it's set. | None |
| Show warnings | Adds the applicant's warnings to the review post. | Don't show |
| Opens / Closes | A window when the application takes applications. Times are in your time zone. | Always open |
| Most applications | Stops taking applications after this many have been sent. 0 is no limit. | 0 |
Messages#
| Setting | What it does | Default |
|---|---|---|
| Before they start | Shown before the member starts the form. | The description |
| After they send it | Shown when they send it and DMed as a receipt. | A standard thank-you |
| Approved DM / Denied DM | The DM the member gets with the decision. A reason the reviewer gives is added below it. | A standard message |
Who can apply#
| Setting | What it does | Default |
|---|---|---|
| Needs one of these roles | Only members with at least one of these roles can apply. | Anyone |
| Can't have these roles | Members with any of these roles can't apply, for example the role they'd get if approved. | None |
| Discord account age | How old their Discord account must be, in days. | 0 |
| Time in this server | How long they must have been in your server, in days. | 0 |
| Wait after a denial | Days before a denied member can apply again. They're told when. | 0 |
| Times they can apply | The most applications one member can send for this form. | 0 (no limit) |
| If they leave the server | Deny their waiting application marks it denied when they leave. | Deny |
A member can only have one application per form waiting for review. Members blocked with Deny & block can't apply for any of your applications until you unblock them on Application responses.
When it's reviewed#
| Setting | What it does |
|---|---|
| Roles removed when approved | For example a "Visitor" role. |
| Roles given when denied | Given when the application is denied. |
| Nickname when approved | Sets their server nickname to their answer to one question, like "In-game name". One-line and choose-one questions can be used. |
| Reviewers | Pinged when an application is sent, can approve or deny it, and are added to tickets opened with the applicant. Administrators can always review. |
| Roles given when approved | Roles the bot gives the member when their application is approved. |
Questions#
Up to 25 questions. Each one has:
| Setting | What it does |
|---|---|
| Question | The full question, up to 500 characters. |
| Short version | Discord shows 45 characters above each answer. Long questions are shown in full as well, so this is optional. |
| Answer | What kind of answer it takes (below). |
| Required | No lets the member skip it. |
| Choices | For Choose one and Choose several: one per line, up to 25. Up to 10 show as buttons; more become a dropdown. |
| Fewest / Most | Characters for text, the lowest and highest number for Number, how many picks for Choose several, and how many files for File upload. |
| Hint | Grey text in the empty answer box. |
| Answer | What the member does |
|---|---|
| One line of text | Types a short answer (200 characters unless you change Most). |
| Paragraph | Types a longer answer (1,000 characters unless you change Most, up to 4,000). |
| Number | Types a number. It's checked against Fewest and Most when they send the page. |
| Choose one | Picks one choice. |
| Choose several | Ticks one or more choices. |
| Yes or no | Picks Yes or No. |
| Pick a member | Picks someone in your server, for example who invited them. |
| File upload | Uploads screenshots or files, up to 10. The bot posts copies in the review thread. |
A Discord pop-up holds 5 questions, or fewer when long questions need their own line, so longer forms are split into pages. The Questions table shows where each page starts.
Commands#
/apply Admins & command rolesFill out one of this server's applications.
/setup <feature> AdministratorAdmin bot setup for discord server settings.
/apply opens the form straight away when your server has one application, or a menu to pick
from. It isn't a public command, so members need Administrator or a role you've given the
apply command under Command roles. Most servers post the menu with
/setup instead, which anyone who can see it can use. /setup is for Administrators.
Placeholders#
These work in Approved DM and Denied DM.
| Placeholder | Becomes |
|---|---|
{user} | A mention of the member |
{server} | Your server's name |
{application} | The application's title |
How an application works#
1. The member starts#
The member picks the application from /apply or your menu. Only they see a short card with
your Before they start message and how many questions there are. If they can't apply yet,
for example they're too new or still waiting on a cooldown, the card says why and when they can.
2. They answer the questions#
Start opens the first page. Each page is saved when they send it, so they can close Discord
and carry on later with /apply: the card then offers Continue, Start over or Cancel.
A number outside your limits sends them back to that page with their answers still filled in.
3. They check and send it#
After the last page they see all their answers. They can Change any page, then click Send application. They see your After they send it message and get a copy by DM.
4. Your team reviews it#
The bot posts the application in your Review channel straight away and pings your Reviewers. The post shows the member, when their account was made, when they joined, how long they took, their earlier applications in your server and every answer. A thread is started for your team to talk it over. Answers too long for the post, a full copy of long answers, and any uploaded files go in the thread.
| Button | What it does |
|---|---|
| Approve | Gives and removes roles, sets the nickname, DMs the member and marks the post approved. |
| Deny | Gives the denied roles, DMs the member and marks the post denied. |
| Approve with reason / Deny with reason | The same, with a reason (up to 500 characters) in the DM and on the post. |
| Create ticket with applicant | Opens a private ticket with the member. |
| Deny & block | Denies it and blocks the member from applying again. The reason is optional. |
Only one decision counts: if two reviewers click at once, the second is told who already decided. After a decision the post turns green or red, the thread name gets ✅ or ⛔, and the reviewer is told privately if a DM, role or nickname couldn't be done.
Application responses#
Responses on the Applications page lists every application sent in your server with its status, who reviewed it and the reason. Click Answers to read one, or Download CSV for a spreadsheet with every answer. Blocked from applying lists blocked members with an Unblock button.
Examples#
Embed text for the application menu:
Want to help run Valley Farmers? Pick a position below and answer a few questions. It only takes a few minutes.A denied DM that tells members what to do next:
Thanks for applying to {server}, {user}. We can't take you on right now, but keep playing on our servers and try again later!What your team sees when one arrives:
@Server Staff
Approve Deny Approve with reason Deny with reason
Create ticket with applicant [[btn-secondary:Deny & block]]
Premium#
The number of applications you can create depends on your server's supporter tier:
| Tier | Applications |
|---|---|
| Free | 3 |
| Bronze | 5 |
| Silver | 10 |
| Gold | 25 |
| Platinum and Diamond | Unlimited |
The Applications Used bar on the page shows how many you have left. See Premium for the tiers.
Troubleshooting#
Sent applications never show up#
- Check the application has a Review channel and you clicked Save application.
- Make sure the bot has the permissions above in that channel. On Application responses, an application it couldn't post shows Not posted.
"… isn't set up yet. Please let the server staff know."#
The application has no Review channel. Pick one and save.
"… doesn't have any questions yet."#
Add at least one question in Questions.
The application isn't in the /apply menu#
It's Paused, or it's outside its Opens / Closes window. A menu posted with /setup is
fixed when you post it: run /setup → Create Application Embed with Dropdown again for an
updated menu and delete the old one.
Approved roles or the nickname weren't given#
The bot needs Manage Roles (and Manage Nicknames for nicknames), and its role must be above every role it gives or removes. It can't change the server owner's nickname. The reviewer is told privately what didn't work.
"You do not have the role or permission required to review this application."#
Add the reviewer's role under Reviewers for that application.