Arlo allows you to accept applications for you to review before accepting registrations on your event(s). Learn more about the individual application process.
The following article explains how to manage (approve, decline, etc.) applications submitted to Arlo, and gives an overview of the applicants' experience.
Arlo also supports a teams' application process, which allows a primary applicant to submit an application for themselves, and multiple others onto a single event. Learn more about team applications.
Note: This feature is only available on the Arlo Enterprise service plans. Contact Arlo Support to upgrade your service plan. The Application Process only applies to events, and not Online Activities.
In this Article
- Find, View, and Export Application Details
- Edit a Submitted Application (Management Application Form and Notes)
- Application State changes
- Transfer Applicants to Another Event
- Create Orders for Applications
- Report on Applications
Find, View, and Export Application Details
You can view applications submitted for each event, including the state they are in, application details, and notes from within the event the applicants have applied for.
View Applications
- From the main menu, select Events.
- Select the event you would like to view applications for.
- From the event page, select the Applications tab.
- You can search for applications in specific states, using the available filter, or search for applications in the search bar.
- The applications list displays key details for the applicants, including the status of their application. Applications displayed in bold indicate that they have not been opened/viewed by an administrator.
- Click on an application in the list to open and view the application's notes and details.
Export Applications
You can also export application details.
- From the main menu, select Events.
- Select the event you would like to export application details for.
- Select Applications.
- Click the drop-down and select Export.
Report on applications
You can use the Registration Application Report to produce a report of applicants and their details, including the status of their application.
Schedule report
We recommend saving the Registration Application Report as a favourite and scheduling it to be sent to your application management staff so that they receive up to date information. Learn more.
Edit a Submitted Application (Management Form and Notes)
Once an application has been submitted, administrators can edit it by either filling out internal fields on the management application form, or by adding internal notes.
Note: Internal notes cannot be reported on or exported, so if you need to get the information out of Arlo, we recommend using the management application Form. Learn how to configure application forms.
Edit an Application:
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Click on the application in the list to open it. The application details will be displayed.
- Fields on the management application can be filled out. Note: When viewing an application you can also see the application fields submitted by the applicant on the website form, as long as those fields have also been made available on the management application form.
Edit Management Application Form Sections
- Press Edit.
- Enter the field information.
- Press Save.
Above is an example of a section on a management application form titled 'Internal', with a separate section called 'Applicant Fields' which displays fields that are also available on the website form.
Sections on each of the forms can be configured when setting up your application forms.
Contact field information submitted on the application is not accessible from the application. To see or edit this information you need to open the contact's record.
Adding a Note
- Type the note in the Notes field.
Hint: You can extend the note space by dragging down the bottom right corner.
- Press Save. The note will be saved immediately and can be viewed by other administrators looking at the application.
Deleting a Note
- Notes can be deleted by pressing ..., and selecting Delete.
Note: Deleted notes cannot be restored.
Approve an Individual Application
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Click on the application in the list to open it.
- Press Approve and select Approve.
- Choose to add an internal comment, for example why the application has been approved. You can also choose to withhold the Approval Confirmation email by selecting Suppress notifications.
- Press Approve. The application will be updated immediately.
- The registrant will be sent an Application approved email immediately, which includes the 'Approval Message' from the application template being used, and a link for them to confirm their registration.
- If the applicant chooses to accept the spot, they will be directed to the events standard registration form to complete the registration process (unless you have chosen to bypass the standard registration process).
Approve an Individual Application (On Hold)
When approving an application you can also choose to Approve (on hold).
When this is done, no approval notification is sent to the applicant. This allows you to approve an application in situations where you may not want the applicant to take a spot on that particular event, but plan on placing them on another event in the future.
For example, if the number of approved applications you have has exceeded the event limit.
No communication is sent to applicants if they are approved on hold.
By approving some on hold, you keep an active record of that application which you can transfer to another event at a later date when it is set up, without having to cancel or decline the application.
If you would like to approve an application that is on hold follow these steps.
Decline an Application
Decline an Individual Application
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Click on the application in the list to open it.
- Press Decline and select Decline.
- Choose to add an internal comment, for example why the application has been declined. You can also choose to withhold the Application Declined email by selecting Suppress notifications.
- Press Decline. The application will be updated immediately.
- The registrant will be sent an Application declined email immediately, which includes the 'Declined Message' from the application template being used.
Cancel an Application
Cancel an Individual Application
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Click on the application in the list to open it.
- Press ... and select Cancel. Note: You can also Delete an application. If you do this it cannot be restored, and no communication will be sent to the applicant.
- Choose to add an internal comment, for example why the application has been cancelled. You can also choose to withhold the Application Cancelled email by selecting Suppress notifications.
- Press Cancel. The application will be updated immediately.
- The registrant will be sent an Application cancelled email immediately.
Set Application State to Pending (Change Application Decision)
You can change an application that has had a decision applied back to a pending state, in case you have changed your mind or made a mistake regarding the outcome of the application.
Revert an Individual Application to Pending
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Click on the application in the list to open it.
- Press ... and select Revert to pending review. The application will be updated immediately. There is no communication when an application state is set back to pending.
Bulk Application State Changes
You can also update application states in bulk from the applications list within an event.
Update Bulk Applications
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Select the applications you would like to make a change to. Note: Press Select all to select all applications in the list quickly.
- Press Actions and select the relevant state.
- Enter a comment for the decision (optional), and choose whether or not to suppress the decision email to the applicants.
Transfer Applicants to Another Event
You can transfer applications submitted on an event to another event. For example, if the number of approved applications you have has exceeded the event limit.
When a transfer is processed, Arlo creates a copy of the original application. It keeps the original application on the original event and puts it into a transferred state. It also creates a new copy of the application and adds it to the other event with the same details as the original.
No communication is sent to applicants if they are transferred to a new event.
Note: You can transfer an application as many times as you need to.
Transfer an Applicant
- From the main menu, select Events.
- Select the event you would like to edit applications for.
- From the event page, select the Applications tab.
- Select the application/s you wish to transfer from the relevant application list. Note: Press Select all to select all applications in the list quickly.
- Select Transfer to event.
- Select the event you wish to transfer the applications to. Note: You can only transfer applications to an event which also has an application process enabled.
- Press Transfer. The application will be moved immediately. Note: You can still view transferred applications on the original event, by selecting Transferred in the application list filter.
Create Bulk Orders for Applications
Arlo allows you to generate orders in bulk for applications submitted. This is useful if your application process is bypassing the standard registration form and checkout.
Learn more about creating bulk orders for applications.
Use the Registration Application Report (Advanced) report to report on applications for your events.