Arlo allows you to accept individual and team applications for courses which you can review before accepting them as registrations.
In the management platform, you can manage applications submitted to Arlo, including managing their status, adding internal notes, and creating orders.
Once an application has been submitted, administrators can edit it in order to amend or fill out internal fields on the management application form. Administrators are also able to add internal notes.
Internal notes cannot be added to reports or exported, so if you need to get the information out of Arlo we recommend including a fields for notes to the management application form. Learn how to configure application forms.
Also, contact 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.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it. The application details will be displayed (for team applications the information shown is for the primary applicant).
When viewing an application, you can only see the application fields submitted by the applicant if those fields have also been added to the management application form.
- Press Edit.
- Find the field you would like to edit and change as required.
- Press Save.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
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.
- Hover over the required applicant, press the three dots and select View.
When viewing an application, you can only see the application fields submitted by the applicant if those fields have also been added to the management application form.
- Press Edit.
- Find the field you would like to edit and change as required.
- Press Save.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- From the application, hover over the applicant and press X. You cannot remove the primary applicant. You will need to cancel the application.
- Confirm you would like to remove the applicant by pressing Remove applicant.
Additional applicants are not notified if they are removed from an application.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- Press Approve and select Approve.
- You can add an internal comment, for example why the application has been approved. You can also choose to withhold the application approved email by ticking Suppress notifications.
- Press Approve. The application will be updated immediately.
- If not suppressed, the applicant/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.
- For individual applications, if the applicant chooses to accept the spot, they will be directed to the courses standard registration form to complete the registration process (unless you have chosen to bypass the standard registration process).
- For team applications, if the primary applicant chooses to accept the spots, all confirmed applicants will be added to the course as registrants immediately and they will be sent the course instructions.
- The application will show as Accepted in Arlo.
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 course, but plan on placing them on another course in the future. For example, if the number of approved applications you have has exceeded the course limit.
By approving some on hold, you keep an active record of that application which you can transfer to another course 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.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- Press Approve and select Approve (on hold).
- You can add an internal comment, for example why the application has been approved.
- Press Approve (on hold). The application will be updated immediately.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- Press Decline and select Decline.
- You can add an internal comment, for example why the application has been declined. You can also choose to withhold the application declined email by ticking Suppress notifications.
- Press Decline. The application will be updated immediately.
- If not suppressed, the applicant/primary applicant will be sent an Application declined email immediately, which includes the Declined message from the application template being used.
- The application will show as Declined in Arlo.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- Press ... and select Cancel.
You can also Delete an application. If you do this it cannot be restored, and no communication will be sent to the applicant.
- You can add an internal comment, for example why the application has been cancelled. You can also choose to withhold the application cancelled email by ticking Suppress notifications.
- Press Cancel. The application will be updated immediately.
- The individual/primary applicant will be sent an Application cancelled email immediately.
- The application will show as Cancelled in Arlo.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Click on the application in the list to open it.
- Press ... and select Revert to pending review.
- You can add an internal comment, for example why the application has been reverted.
- Press Revert. The application will be updated immediately. There is no communication when an application state is set back to pending.
- The application will show as Reverted in Arlo.
You can update application states in bulk from the applications list within a course.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Select the applications you would like to change the status for.
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.
You can transfer applications submitted on a course to another course. For example, if the number of approved applications you have has exceeded the course limit. You can transfer an application as many times as you need.
When a transfer is processed, Arlo creates a copy of the original application. It keeps the original application on the original course and puts it into a transferred state. It also creates a new copy of the application and adds it to the other course with the same details as the original.
No communication is sent to applicants if they are transferred to a new course.
- Open the Courses menu item.
- Select the course you would like to edit applications for.
- Select the Applications tab.
- Select the application/s you wish to transfer from the relevant application list.
Press Select all to select all applications in the list quickly.
- Press Actions and select Transfer to course.
- Select the course you wish to transfer the applications to.
You can only transfer applications to a course which also has an application process enabled.
- Press Transfer. The application will be moved immediately, including all applicants (for team applications).
- You can still view transferred applications on the original course, by selecting Transferred in the application list filter.
- You can also quickly go to the new course that the application is on by pressing the Transferred to section of the application display.
Arlo allows you to generate orders in bulk for applications submitted. You can create orders for applications that have been submitted using the team application process. You can also use this process for courses using the individual application process if it is bypassing the standard checkout.
To use this feature you must ensure that your application form asks the primary applicant to enter their postal address (either for their organisation or themselves, depending on who you wish to address orders to). This needs to be the contact entity postal address field, not an application entity field. Learn about field entities and how to create your application forms.
The bulk application order process is not supported for:
- Private courses - As there is only one price for the course, not individual registrations. Learn how to create orders for private courses.
- Multi-session courses with paid sessions/options - Only the base registration price is used when creating bulk orders, so it's recommended your application process uses the Arlo checkout for these courses.
- Open the Courses menu item.
- Select the course you would like to create orders for.
- Select the Applications tab.
- Select the checkbox of each applicant you wish to create an order for. For team applications, each applicant on will be added to the order individually. The order total will be calculated based on the total number of attendees and the price per registrant.
- Press Actions and select Create orders.
- For Team applications only, choose whether you Require fully confirmed teams (i.e. all team members to have confirmed their details) or whether you will Allow partially confirmed teams.
- Select your application approval settings.
- Choose who the order should be billed to.
- Select the actions to take once the orders have been created.
- Press Create orders. Orders will be created automatically.
- If there are any errors, for example, a contact or their organisation doesn't have a postal address, correct the error and follow previous steps for the applicant(s) still requiring orders.
