Automatically assign Discord roles when applications are accepted. Streamline your onboarding by granting permissions the moment someone joins your team.
How Role Assignment Works
When configured, Guildbase automatically assigns specified Discord roles to applicants when their application reaches an "Accepted" stage. This eliminates manual role management and ensures new members get access immediately.
Instant Access
Roles assigned immediately upon acceptance
Multiple Roles
Assign several roles at once
Template-Specific
Different roles for different templates
Role Removal
Optionally remove roles on rejection
Prerequisites
Before setting up role assignment:
- Connect your Discord server in Integrations
- Ensure the Guildbase bot has "Manage Roles" permission
- The bot's role must be higher than roles it will assign
- Applicants must have linked their Discord account
Role Hierarchy
Discord requires the bot's role to be positioned above any roles it assigns. Check your server's role list and drag the Guildbase bot role higher if needed.
Setting Up Role Assignment
Method 1: Template Settings
- Open your template in the editor
- Go to the Integrations tab
- Find Discord Role Assignment
- Click Add Role
- Select the role(s) to assign
- Save your template
Screenshot: Role assignment configuration
Method 2: Workflow Actions
For more control, use workflow automated actions:
- Go to your workflow settings
- Edit your "Accepted" stage
- Add an automated action
- Select Assign Discord Role
- Choose the role(s)
- Save the workflow
Pro Tip
Using workflow actions gives you more flexibility. You can assign different roles at different stages, not just on final acceptance.
Role Assignment Options
| Option | Description |
|---|---|
| Assign on Accept | Add roles when application is accepted |
| Remove on Reject | Remove roles if application is rejected |
| Replace Existing | Remove other roles when assigning new ones |
| Notify User | Send DM when roles are assigned |
Conditional Role Assignment
Assign different roles based on application responses. For example, assign "EU Team" or "NA Team" based on which region the applicant selected.
- In workflow actions, add a role assignment
- Click Add Condition
- Select the field to check
- Set the condition (equals, contains, etc.)
- Choose the role for that condition
Troubleshooting
Roles Not Being Assigned
Check that the bot has "Manage Roles" permission and its role is positioned above the roles you're trying to assign.
User Not in Server
Roles can only be assigned to users who are members of your Discord server. Require server membership in template requirements.
Discord Not Linked
If the applicant hasn't linked their Discord account, role assignment will fail. Enable Discord verification in requirements.
Role Shows "Cannot Assign"
This role is above the bot's role in Discord's hierarchy. Move the Guildbase bot role higher in your server settings.
Best Practices
- Test with a test role first — Create a harmless test role to verify assignment works
- Use template requirements — Require Discord verification so you know roles can be assigned
- Keep role hierarchy in mind — Position the bot role appropriately
- Document your setup — Note which templates assign which roles for your team