Managing Applications

When prospective members apply to join your club through the public application form, their applications appear here for review.

Accessing Applications

Navigate to Admin > Applications from the sidebar. Only committee members can access this page.

The Public Application Link

At the top of the applications page, you'll find a compact link bar for your club's public application form. Use the Copy link button to copy the URL to your clipboard, or Open to preview the form in a new tab.

Share this link on your:

• Club website
• Social media pages
• Recruitment materials
• Local sports centre notice boards

Application List

The page defaults to showing Pending applications. Applications are displayed in a sortable table with the following columns:

• Name - First and last name
• Email - Contact email address
• Date Applied - When they submitted the application
• Age Category - Adult or junior category
• Gender - Male or Female (color-coded: blue for male, pink for female)
• Status - Current application status (waitlisted applications also show their position number)
• Actions - Review button to open the application

All columns (except Actions) are sortable - click any column header to sort ascending or descending.

Filtering and Stats

At the top of the list, four stat cards show the count for each status: Pending, Approved, Rejected, and Waitlisted. Click a stat card to filter the list to that status, or use the dropdown filter.

Application Statuses

| Status | Description |

|--------|-------------|

| Pending | New application awaiting review |

| Invited | Invited to visit the club before a final decision |

| Approved | Accepted as a member |

| Rejected | Application declined |

| Waitlisted | Placed on waiting list (shows position number) |

Reviewing an Application

Click the Review button on any application to open the review dialog. The dialog shows:

Details Tab

• Personal information (name, age category, email, phone)
• Guardian information (for junior applicants)

Playing Info Tab

• Ability level and years playing
• Playing intentions (social, competitive, coaching)
• Referral source
• Medical information (if provided)

Consents Tab

• GDPR / Data Processing consent
• Photo / Video consent
• Guardian consent (for juniors)

Review Notes

If the application has been previously reviewed, existing review notes are pre-populated in the notes field at the bottom of the dialog.

The review notes field includes a hint: notes will be shared with the applicant via email if rejecting. You must add review notes before you can reject an application.

Email Notification Checkbox

A Send result email to applicant checkbox (enabled by default) lets you choose whether to notify the applicant by email when you approve, reject, or waitlist their application. Uncheck this if you prefer to contact them separately.

Taking Action

The available actions depend on the current status of the application:

From Pending

• Invite - Opens session selector to invite them to visit (see below)
• Waitlist - Places the applicant on the waiting list at the next available position
• Reject - Rejects the application (requires review notes)
• Approve - Creates a member account and sends welcome email with account setup instructions

From Invited

• Waitlist - Move them to the waitlist if you need more time
• Reject - Rejects the application (requires review notes)
• Approve - Approves the applicant after their visit and creates their member account

From Waitlisted

• Invite - Invite a waitlisted applicant to visit the club
• Reject - Rejects and removes them from the waitlist
• Approve - Approves the waitlisted applicant and creates their member account

From Rejected

• Invite - Reconsider and invite them to visit
• Waitlist - Move the rejected applicant to the waitlist
• Approve - Reconsider and approve the previously rejected applicant

Approved Applications

Approved applications cannot be changed. The review dialog shows a close button only.

Note: All actions take effect immediately - there are no confirmation dialogs. The reject button is disabled until you enter review notes.

What Happens on Approval

When an application is approved:

• A member account is created in the system
• If the email checkbox is enabled, the applicant receives a welcome email with a link to set up their password
• When the applicant sets their password, all existing auth sessions are cleared so they must sign in fresh
• The application status changes to "Approved"
• The new member appears in your members list

What Happens on Rejection

When an application is rejected:

• The application status changes to "Rejected"
• If the email checkbox is enabled, the applicant receives an email informing them their application was rejected, along with the review notes as the reason
• The rejection reason is visible as a tooltip when hovering over the "Rejected" status badge in the applications list

What Happens on Invitation

When you click Invite, a popup appears allowing you to:

1. Select a session - Choose from the next 3 upcoming club sessions (including recurring events). Each option shows the session title, date/time, and venue.

1. Add a contact person - Enter the name of who the applicant should ask for when they arrive (e.g., "John Smith" or "Club Secretary").

After selecting a session and optionally adding a contact person, click Send Invite.

The application status changes to "Invited" and if the email checkbox is enabled, the applicant receives an invitation email containing:

• A welcome message explaining they're invited to visit
• Your review notes (if provided) with any specific instructions
• Session details including the event name, date, time, and venue
• Contact person - who to ask for on arrival
• Your club's contact email and phone number for questions

Tip: Make sure you have upcoming events in your calendar so they appear in the session selector. The system shows the next 3 upcoming sessions from both one-off and recurring events.

Application Notifications

When a new application is submitted:

• Committee members with the Secretary or Members Team role receive email notifications
• The notification includes the applicant's name and email
• A link takes you to the applications list page

Tips for Application Management

1. Review regularly - Check applications frequently
2. Use review notes - Add context for your decisions (e.g., "Recommended by John Smith")
3. Be clear when rejecting - Review notes are shared with the applicant in the rejection email
4. Clean up old applications - Periodically review and manage stale waitlisted applications
5. Standardise decisions - Agree committee criteria for approval to ensure consistency

Privacy Considerations

Application data contains personal information:

• Only share application details with relevant committee members
• Delete rejected applications after a reasonable period
• Ensure your privacy policy covers application data handling