Give your staff team the access they need and nothing more
The moment more than two people review applications, you need to answer some awkward questions. Who is allowed to accept? Can a trial moderator see everything? Where does the honest conversation about an applicant actually happen?
| Permission | Trial | Mod | Admin |
|---|---|---|---|
| View applications | |||
| Leave internal notes | |||
| Move between stages | |||
| Accept or deny | |||
| Edit templates |
Internal note · staff only
"Applied twice before, much stronger this time. Worth an interview."
What you get with Team & Permissions
Guildbase answers those with role-based permissions. Build the roles your community already has, decide what each can see and do, and keep reviewer discussion on the application itself rather than in three separate private channels.
Custom roles
Build the roles your team actually uses rather than picking from a fixed list, and set exactly what each is allowed to do.
Granular permissions
View, review, accept, deny, edit templates, manage the team, see analytics — each is its own permission rather than one blunt admin switch.
Internal notes
Staff-only notes on every application, invisible to the applicant, so the honest assessment lives with the thing it is about.
Reviewer assignment
Assign an application to a specific reviewer so nobody duplicates work and nothing sits unclaimed.
Per-template access
Give a department lead access to their own applications only, which is what makes separate PD, EMS and staff intake workable.
Audit trail
Every stage change, assignment and decision is recorded against the application, so who decided what is never a matter of memory.
How it works
-
01
Create the roles your staff team already has
-
02
Set what each role can see and do
-
03
Invite your team and assign their roles
-
04
Review together, with notes kept internal
Team & Permissions FAQs
Can I stop junior staff from accepting applications?
Yes. Reviewing and accepting are separate permissions, so trial staff can screen and comment while only senior staff can make the final call.
Are internal notes ever visible to applicants?
No. Internal notes are visible only to team members with permission to see them. Applicants see their application and its status, not the discussion about it.
Can a department lead see only their own applications?
Yes. Access can be scoped per application template, which is how communities run separate department intake without every lead seeing everyone else's queue.
How many team members can I add?
The free plan covers a small team; paid plans remove the limit. Most communities hit this around the point they add a second department.
Is there a record of who decided what?
Yes. Stage changes, reviewer assignments and decisions are all recorded against the application permanently.
Team & Permissions in practice
How communities in these games use it, with the application types they typically run.
ER:LC applications
Department, session and staff applications for ER:LC communities, from PD and fire to civilian operations.
World of Warcraft applications
Raid, mythic+ and officer applications for WoW guilds, with logs, class and availability collected up front.
Squad applications
Clan, seed team and admin applications for Squad communities and competitive teams.
Works with
Try Team & Permissions on your community
Free to start, no card required. Bring your Discord server and set it up this afternoon.