In this Article
Arlo allows you to accept team applications for events for you to review before accepting registrations. Learn more about the team 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 an individual application process, which allows single individuals only to submit an application for themselves to be reviewed. Learn more about individual applications.
- Find, View, and Export Application Details
- Edit a Submitted Application (Management Application Form and Notes)
- Application States
- Transfer Applicants to Another Event
- Create Orders for 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 their applications current status and the number of applicants who have not confirmed their details. Applications displayed in the list in bold indicate that they have not been opened by an administrator.
- Click on an application in the list to open and view the application details and notes. You can also see if a team application has unconfirmed applicants at the top of the page.
Export applications
You can also export application details, from the Applications list.
- 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.
View and edit a submitted application (management form and notes)
Once an application has been submitted by the primary applicant, 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.
- 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 primary application details will be displayed. Note: You can also see the application fields submitted by the primary applicant on the website form as long as those fields have also been made available on the management application form.
Edit the primary application form
- Press Edit, and make the required changes.
- 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 contacts record.
View and edit additional applications
- Contacts displayed with a green logo are unconfirmed applicants, and cannot be edited. Contacts displayed with a blue logo are confirmed applicants, and you can view and edit their applications. Note: The primary applicants details will be on the main page of the application.
- Press View.
- Press Edit, and make the required changes.
- Press Save.
Adding a Note
- Type the note in the Notes field. 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. Deleted notes cannot be restored.
Approve an application
Approve a team 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 primary applicant 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 primary applicant chooses to accept the spots, all confirmed applicants will be added to the event as registrants immediately and sent the event instructions.
Approve a team 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 and you don't wish to decline/cancel any of the applications.
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 a team 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 primary applicant will be sent an Application declined email immediately, which includes the 'Declined Message' from the application template being used.
Cancel an application or remove additional applications
Cancel a team 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 primary applicant will be sent an Application cancelled email immediately.
Remove applicants from a team application
- Open the application with the applicant/s you would like to remove.
- From the application, hover over the applicant and press X. Note: You cannot remove the primary applicant. You will need to cancel the application.
- Confirm you would like to remove the applicant. Additional applicants are not notified if they are removed from an application.
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 a team 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.
Transfer an application and applicants
- 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 with all applicants. 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.
Learn more about creating bulk orders for applications.