Once you have created your application form (s) and made it available for people to fill in, you can manage, take notes on, respond to and approve applications with just a few clicks.
View Applicants
There are a few different paths to seeing who has applied for membership. The 'view applicants' path, shows you all applicants, regardless of the program they have applied for. The first it to log in to Peoplevine> click on Engage> View Applicants
You will be redirected to an overview of all applicants, and will see filters to sort you data by.
Underneath the filters you will see a summary list of all applicants, including the percentage of form completion.
Manage Applications
The second path to viewing applications, is to go via 'Manage Applications', which allows you to see applicants by the category or application they have completed.
Follow step 1 from above.
To view the applicants for each membership program, click 'Review'
In the next screen, you will be taken to a summary view of applicants, including a % breakdown of applicants that were completed today, this week or month.
On the right side, you can view all responses and can export the data as a csv file and 'view flow' which will show you the form elements that make up this application form.
The URL codes underneath this section are generated automatically and can be used to send to applicants. You can mask ask these URLs by creating a vanity URL and linking it to a form. See our article on how to do this.
If you click 'view all' you will be taken to a screen similar to that of 'view applicants', with the difference being these applicants are for this group only.
Approve an Application
To view the applicant and to see whether they are a good fit for your organisation, follow these steps:
Under the application response list click 'view' next to the application you would like to review.
Shortcuts can be seen at the top of the next screen.
You can dive into the profile for the applicant from the top right corner, as this is created the moment we capture a name, unique email address and phone number from the application form.
Scroll down to see the Membership Application section which shows the time and day the application was received; a unique application ID and application number.
You can view the applicants answer to your application questions if you continue to scroll down the page.
Choose which membership program to enrol the applicant if (if you have agreed to accept their application). This list pulls from the programs you created previously.
Once you are ready to approve an applicant, move down to the status dropdown and select 'Approve'. The other status' can be used as an internal reference. These status' cannot be customised. All new applicants are automatically marked as 'new'. The status changes to 'viewed' once it application has been viewed. All other status' must be manually applied.
Once a status is updated to 'approved', you will be prompted to select the billing frequency of membership (which may already be answered in a application question). You can choose to charge fees and at this stage (good for cash flow), even if the next billing date is at a future date (i.e. the first time they will be charged).
You can add notes for internal reference but be mindful that these notes cannot be deleted.
Click 'Approve Application' and you're done!
