Create applications workflows

You can store multiple application templates and forms, allowing you quickly assign different application workflows to your courses.

• Open the Settings menu item.

• From the Registrations section, select Application templates.

• Press New template.

• Enter the Name of the application workflow template.

• In the Process section, to select a Submission format, press Edit. Where each contact will be applying for themselves only, select Single individual. When a primary applicant will be making an application on behalf of a team, select Multiple individuals (team).

• The When the applicant accepts setting determines what will happen once an applicant accepts an approved place on the course.

• Use the configured registration process - After an applicant accepts a spot they will be asked to register using the course's configured registration method. You should use this option if you want registrants to complete the checkout and for orders to be created.

• Skip the registration process and register automatically - After an applicant accepts a spot, they will be registered for the course automatically. They will not need to register using the configured registration method and will not pass through a checkout. This is only recommended for free courses.

• Enter the Website instructions. These will show at the top of the application form your applicants must fill out to apply.

• Enter the Pending review, Approved and Declined messages. For single individual applications, these will show to the applicant and for team applications these will show to the primary applicant, depending on the current state of the application. These messages are also included in the notification emails that are sent for each state.

• For team applications, in the Invited applicant (team member) process section, enter the Invitation email message and the Website instructions. The email message is shown on the email sent to additional applicants added to a team application and the website instructions are displayed on the website application form.

• The Forms section is where you can configure the fields required on your application workflow's forms. Each forms has a specific purpose and you should ensure that all required fields are added to each form.

• Website application form: This is the form used by the single/primary applicant when applying for the course on your website. This can have multiple sections, for example, Contact Details or Work History. For team applications, Arlo automatically adds a section for any additional applicant's details (Name and email address) which it uses to notify additional applicants of the application.

• Website applicant details form (Team applications only): This is the form additional applicants are asked to completed to confirm their details once an application has been submitted.

• Management application form: The management form is accessible by administrators in the management platform and should include those application fields for which you would like to be able to view the applicant's submitted responses, as well as internal only fields you would like to include for your reporting (such as Reviewer comments or Application score).

• Management applicant details form (Team applications only): The management applicant details form is accessible by administrators in the management platform and should include the application fields for which you would like to see responses submitted by any additional applicants information.

• Once the workflow template is complete, press Create.

Application forms have flexible setup options to allow you to design the form. This includes the ability to create separate sections, each with their own title and instructions. Application forms can also contain their own terms and conditions.

There are two forms to configure for individual applications and four for team applications:

• Website application form: This is the form used by the single/primary applicant when applying for the course on your website. This can have multiple sections, for example, Contact Details or Work History. For team applications, Arlo automatically adds a section for any additional applicant's details (Name and email address) which it uses to notify additional applicants of the application.
• Website applicant details form (Team applications only): This is the form additional applicants are asked to completed to confirm their details once an application has been submitted.
• Management application form: The management form is accessible by administrators in the management platform and should include those application fields for which you would like to be able to view the applicant's submitted responses, as well as internal only fields you would like to include for your reporting (such as Reviewer comments or Application score). If you need to capture internal fields for the application, we recommend creating a section called Internal Use on the form and add the internal fields to that section.
• Management applicant details form (Team applications only): The management applicant details form is accessible by administrators in the management platform and should include the application fields for which you would like to see responses submitted by any additional applicants information.

• Click Edit next to the form you wish to create.

• Add the heading and instructions for the first section. These details will be displayed at the top of the first section on the application form.

• Edit the layout of the section, if required. The 1 column layout extends the fields on the application form right across the page whereas the 2 column layout allows two fields to be added to each row on the form.

• Press Add field to add the fields you would like to use in the section. You can add contact and application fields to website application forms. Contact fields store information against the contact's record, and application fields store information against the application. Management forms can only include application fields. Information collected as part of the application should be viewed in the contact record.

• Start typing the name of the field you would like to add.

• Press the ... button to edit, delete, or move the fields into a different position if required.

• If you Edit the field, you can mark the field as required, add help and instruction text, and rename the field (for use on this specific form).

• Repeat the steps above for each additional section required on your application form.

• If you need to capture internal fields for the application, create a section called 'Internal Use' on the management form, and add the internal fields you wish to record for each application.

• Press + Terms and conditions and select the registration policy you would like to be displayed. If you are choosing to bypass Arlo's standard checkout when your applicants are approved, we recommend adding all of the terms and conditions that need to be displayed for your course in the terms and conditions section.

• Press OK.

• From the main menu, select Courses.

• Either find and open an existing course, or create a new course.

• Select the Registrations tab.

• From the General section, select the name of the application template you would like to use from the drop-down, and select it from the list. Click +New If you have not created the template you need.

• Continue creating your course.

Once added, when applicants attempt to register they will be taken to the application form instead of the registration form. You can see that the application workflow is enabled in the course record.