Learn how to efficiently review, assess, and process applications from your community members. This guide covers everything from viewing responses to making decisions.
Accessing Applications
From your guild dashboard, click "Applications" in the sidebar. You'll see a list of all submitted applications with key information at a glance.
Screenshot: Applications list with filters
Application List View
Each application row displays:
| Column | Information |
|---|---|
| Applicant | Name and avatar of the person who applied |
| Template | Which application form they submitted |
| Stage | Current workflow stage (colour-coded badge) |
| Risk Level | AI detection results (Low/Medium/High) |
| Submitted | When the application was submitted |
Viewing an Application
Click on any application to open the detailed view. You'll see:
Applicant Information
- Username and avatar
- Email address
- Discord ID (if connected)
- Account creation date
Application Responses
All answers to your template questions, organised by section. Each field shows the question label and the applicant's response.
Screenshot: Application detail view with responses
Stage History
A timeline showing when the application moved between stages, who moved it, and any notes added.
Risk Analysis
AI detection results including risk level, detected flags, and detailed analysis data.
Taking Action
From the application detail view, you can:
Move to Stage
Advance the application to a different workflow stage
Accept
Move directly to the accepted final stage
Reject
Move directly to the rejected final stage
Send Message
Chat directly with the applicant
Adding Notes
When moving an application between stages, you can add a note to document why the decision was made. Notes are visible to your team but not to applicants.
Pro Tip
Always add notes when rejecting applications. This helps your team understand past decisions and maintains consistency.
Time Tracking
Guildbase automatically tracks:
- Time spent — How long the applicant spent filling out the form
- Time in stage — How long the application has been in each stage
This data helps identify applications that may need attention and ensures timely responses.