Keep your team and applicants informed with automatic notifications. Configure who gets notified and when throughout your workflow.
Notification Types
Guildbase supports several notification channels:
Traditional email notifications to applicants or team members
Discord
Channel messages or DMs via your connected bot
In-App
Notifications within the Guildbase dashboard
Webhook
HTTP POST to external services
Notification Recipients
Configure who receives notifications for each stage:
| Recipient | Description | Best For |
|---|---|---|
| Applicant | The person who submitted | Status updates, decisions |
| Guild Owners | All guild owners | New submissions, escalations |
| Guild Admins | All admins and owners | Review assignments |
| All Team | Everyone with access | General announcements |
| Discord Channel | Specific Discord channel | Team coordination |
Configuring Stage Notifications
- Navigate to Workflows and select your workflow
- Click on the stage you want to configure
- Find the Notifications section
- Toggle notifications on/off for each recipient type
- Customise the message template if needed
- Save your changes
Screenshot: Stage notification settings
Notification Triggers
Notifications can be triggered by different events:
| Trigger | When It Fires |
|---|---|
| On Entry | When an application enters this stage |
| On Exit | When an application leaves this stage |
| On Note Added | When someone adds a note to the application |
Best Practices
Notify Applicants on Final Decisions
Always send notifications when applications are accepted or rejected. Applicants deserve to know the outcome.
Use Discord for Team Notifications
Your team is probably already on Discord. Use channel notifications to keep everyone informed without email overload.
Don't Over-Notify
Applicants don't need to know about every internal stage change. Reserve notifications for meaningful updates.
Pro Tip
Create a dedicated #applications channel in Discord for automated notifications. This keeps your main channels clean while ensuring nothing is missed.
Testing Notifications
Before going live, test your notification setup by creating a test application and moving it through the stages. Verify that all expected notifications are sent correctly.