Create applications workflows

In this article

• Create an application template to accept individual applications
• Create an application template to accept team applications
• Creating application forms
• Create an event with an individual applications process
• Create an individual application (add an applicant to an event)
• Create a team application (add a team to an event)
• Edit an event's application process settings

Create an application template to accept individual applications

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

Add a new template

• Open the Settings menu.
• From the settings menu, select Application templates.
• Press New template.
  

Enter the details for your application template

• Name: This is the name used to identify the application process.
• Submission Format:
• Single Individuals. 
  Note: This section outlines the process for individual applications. Learn more about team applications.
• When Applicant Accepts: This setting determines what will happen when an applicant accepts an approved place on the event. 
  • Use Configured Registration Process - After an applicant accepts a spot they will be asked to register using the events standard registration method. You should use this option if you want registrants to pass through the checkout and for orders to be created.  
  • Skip the Registration Process - After an applicant accepts a spot, they will be registered for the event automatically. They will not need to register using the standard registration method and will not pass through a checkout. This is only recommended for free events.
• Website Application Instructions: These will show at the top of the website application form you applicants must fill out to apply, for example:
  
• Pending, Approved and Declined Messages: These will show when the applicant checks the status of their application, depending on its state.
  • Pending - Shows when applications are submitted at the end of the application process, on the 'Manage Application' screen, and in the application confirmation email sent to the applicant.
  • Approved - Shows when an application has been approved on the 'Manage Application' screen, and in the application approved email sent to the applicant.
  • Declined - Shows when an application has been declined on the 'Manage Application' screen, and in the application declined email sent to the applicant.

Application forms

• Website Application Form: This is the form used by applicants when applying for the event on your website.
• Management Application Form: The management form should have all the fields you would like to be able to view submitted on the website form, as well as internal only fields you would like for your reporting. This form can be used by administrators to key in applications using the management platform, or to view and add internal information only to applications submitted using the website. 
• Learn how to configure custom application fields to add to your application forms.

Note: If you need to get internal information out for reporting, we recommend that you use fields on the management application form.

Important: Once an application has been submitted using the website, you will only be able to view the application details if the same fields that are on the website form are also on the management form. You can also add additional fields on the management application form that the applicant cannot see on the website, and edit these internally.

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

Create an application template to accept team applications

• From the main menu, select Settings.
• From the settings menu, select Application Templates.
• Press New template.
  

Enter the Details for your Application Template

• Name: This is the name used to identify the application process.
• Submission Format: Multiple Individuals. 
  Note: This section outlines the process for team applications. Learn more about individual applications.
• When Applicant Accepts: This setting determines what will happen when an applicant accepts an approved place on the event. The checkout process is not supported so the only option you can choose is to skip the registration process.
  Note: You can still create orders for applications using the team process.
• Website Application Instructions: These will show at the top of the website application form you applicants must fill out to apply e.g.
  
• Pending, Approved and Declined (Primary Applicant) Messages: These will show when the primary applicant checks the status of their application, depending on its state.
  • Pending - Shows when applications are submitted at the end of the application process, on the 'Manage Application' screen, and in the application confirmation email sent to the applicant.
  • Approved - Shows when an application has been approved on the 'Manage Application' screen, and in the application approved email sent to the applicant.
  • Declined - Shows when an application has been declined on the 'Manage Application' screen, and in the application declined email sent to the applicant.
• Invited Applicant (Additional Applicant) Messages:
  • Invitation Message -  Shows on the email sent to additional applicants added by the primary applicant.
  • Website Instructions - Shows on the additional applicant's website application form.

Application Forms 

• Website Application Form: This is the form used by the primary applicant when applying for the event on your website. This can have multiple sections, for example, 'Contact Details' and 'Application Details'. Arlo automatically adds a section for additional applicant's details (Name, and Email Address) which it uses to notify additional applicants of the application.
• Website Applicant Details Form: This is the form sent to additional applicants to confirm their details on once an application has been submitted.
• Management Application Form: The management form should have all the fields you would like to be able to view submitted on the website form, as well as internal only fields you would like for your reporting. This form can be used by administrators to key in applications using the management platform, or to view and add internal information only to applications submitted using the website. If you need to get internal information out for reporting, it's recommended that you use fields on the management application form.  
• Management Applicant Details Form: This is the form used by administrators to add or edit information submitted for additional applicants using the management platform. You will be able to see additional applicants applications once they have confirmed their applications if the fields on the website form are available on the management form.
• Important: Once an application has been submitted using the website form, you will only be able to view the application details if the same fields that are on the website form are on the management forms. You can also add additional fields on the management application form that the applicant cannot see on the website and edit these internally.

Creating application forms

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.

Learn how to configure custom application fields to add to your application forms.

Learn how to edit the theme (design) of your application forms.

• Click Edit next to the form you wish to create. The website form is the form applicants will access from your website. The management application form is available for administrators to add information to the application internally. 
  
• 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.
  • 1 Column layout extends the fields on the application form right across the page. 
  • 2 Column layout allows two fields to be added per 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 application forms. Contact fields store information against the contacts record, and application fields store information against the application. Important: If you plan on creating bulk orders for team applications within the management platform, learn more about the bulk order field requirements.
• Available fields will be displayed as you begin typing. Learn how to add or edit available fields on these forms.
  Hint: Type contact or application to quickly sort between field types.
  
• Press ... to edit, delete or move the fields into a different position if required.
  
• If you Edit the field, you can add help and instruction text, as well as rename the field for use on the form. You can also mark the field as required.
  
• Repeat the steps above for each additional section required on your application form. 
  Hints:
  • Remember to add the same fields to the management form if you want to be able to see the application information on the application details.
  • 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. Learn more about editing a submitted application.
• Press + Terms and conditions and select the registration policy you would like the terms and conditions to be displayed for. 
  Note: Contact Arlo Support if you need to add additional sets of terms and conditions. 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 event in the terms and conditions section.
• Press Save.

 

Create an event with an individual applications process

Assign the Application Process when Creating a New Event

• From the main menu, select Events.
• Press New Event.
• Complete the event setup until the Registrations tab.
  
• From the General section, select the name of the application template you would like to use from the dropdown, and select it from the list. Click +New If you have not created the template you need.
  
• Continue creating your event.

Once created, when applicants attempt to register they will be taken to the application form instead of a standard registration form.

Assign the application process to an existing event

• Open the Events menu.
• Open the event you wish to enable the application process on.
• Press Edit.
• Select the Registrations step.
  
• From the General section, enter the name of the application template you would like to use, and select it from the list. Click +New If you have not created the template you need.
  
• Press Save and close.

Once created, when applicants attempt to register they will be taken to the application form instead of a standard registration form. 

Hint: Once the application process is assigned to an event, the message "Application workflow is enabled" will show in the Registration details of the event.

Create an individual application (add an applicant to an event)

Website applications

When an applicant views an event on your website using an application process, if they try to register they will be directed to the website application form. Once an application has been submitted, the applicant will be sent an Application confirmation email immediately.

You can also generate a link to the website application form, which you can send directly to registrants. 

Generate application link

• Open the Event you would like to send an application link for.
• From the event information section, click on the Manage website links.
  

You can then choose to either access the application link, or a direct registration link (which bypasses the checkout) if enabled.

Adding applicants to an event using the management platform

Administrators can create applications internally for contacts, and fill out the management application form that exists on the application process being used.

• Open the Events menu.
• Open the event you would like to add the applicant to.
• From the Toolbar, press Registration and select Create application.
  
• Start typing the contact's name to select a contact existing in Arlo.
  • Hint: If not an existing contact, click + New to add a new contact.
• Fill out the Management Application Form criteria (if one has been created).
• Press Create. The applicant will be sent an application confirmation email immediately.

Note: Administrators can also bypass the application process completely, and add somebody as a registrant to the event directly by registering them within the management platform. 

Create a team application (add a team to an event)

Website applications

When a primary applicant views an event on your website using an application process, if they try to register they will be directed to the website application form. Once an application has been submitted, the applicant will be sent an Application confirmation email immediately, and additional applicants will be sent an Application details required email.

You can also generate a link to the website application form, which you can send directly to registrants.

Generate application link

• Open the Event you would like to send an application link for.
• From the event information section, right click on the Manage website links.
  

You can then choose to either access the application link, or a direct registration link (which bypasses the checkout) if enabled.

Adding primary applicants to an event using the management platform

Administrators can create applications internally for contacts, and fill out the management application form that exists on the application process being used.

• From the main menu, select Events.
• Open the event you would like to add the applicant on.
• From the Toolbar, press Registration and select Create application.
  
• Start typing the contact's name to select a contact existing in Arlo.
  • Hint: If not an existing contact, click + New to add a new contact.
• Fill out the Management Application Form criteria (if one has been created).
• Press Create. The applicant will be sent an application confirmation email immediately.

Once the primary applicant has been added you will be able to add additional applicants.

Adding additional applicants to an event using the management platform

• From the main menu, select Events.
• Select the event you would like to view applications for.
• From the event page, select the Applications tab.
• Open the application you would like to add additional applicants to.
• In the Applicants section either:
  • Send invite - Use this option to invite additional applicants to confirm they would like to be added to the application. Applicants will be sent an Application details required email immediately.
  • Add new applicant - Use this option to add confirmed additional applicants to the application. Applicants added this way will not be required to fill in a website applicant form, or confirm their application so only use this if you are sure they should be added.
    

Note: Administrators can also bypass the application process completely, and add somebody as a registrant to the event directly by registering them within the management platform. 

Edit an event's application settings

You can edit an event's application workflows settings, forms, and limits. When editing these settings the changes will not affect the application template, and other events using the template. Changes will only be applied to the event using the application process.

• From the main menu, select Events.
• Open the event you would like to update the settings for. 
• Press Edit.
• Select the Registrations step.
   
• From the General section, press Edit.
  

OR

• From the main menu, select Events.
• Open the event you would like to update the settings for. 
• Select Applications.
  
• Click the drop-down and select Edit Workflow.
  

You can edit the following settings for the application process:

• Application Workflow - If disabled the event will revert to using its standard registration method for future registrations. Active applications will not be affected. 
  Note: This is not the same as turning off website applications. 
• Submission Format - Learn more about using team applications.
• When Applicant Accepts: This setting determines what will happen when an applicant accepts an approved place on the event.
• Website Instructions and Status Messages- Changes will be made immediately.
• Application Forms - Changes to the forms will be made immediately.
• Application Limit  - The number of applications being accepted for the event. If enabled, and the limit is reached, registrants will no longer be able to submit applications.
  • Applications Not Currently Accepted - You can manually choose to control when applications are being accepted or open applications automatically if there are spaces available. If you manually choose to accept applications.
  • Accept Applications via the Website - If you choose to manually control when applications are being accepted, disable this setting, "Applications not currently accepted" will be displayed on the event page.