A well-designed workflow makes reviewing applications efficient and consistent. Follow these best practices to create workflows that work for your team.
Keep It Simple
The most effective workflows are straightforward. Avoid creating too many stages — each stage should represent a meaningful decision point.
Good
Submitted → Review → Interview → Decision
4 stages, clear purpose for each
Too Complex
Submitted → Queue → First Look → Detailed Review → Background Check → Interview Scheduled → Interview Complete → Team Discussion → Vote → Final Review → Decision
11 stages, many serve no distinct purpose
Rule of Thumb
If you can't explain why an application would sit in a stage for more than a few minutes, you probably don't need that stage.
Name Stages Clearly
Stage names should instantly communicate what's happening:
| Instead of... | Use... |
|---|---|
| Stage 1, Stage 2, Stage 3 | Submitted, Under Review, Interview |
| Pending | Awaiting Review / Awaiting Interview |
| Done | Accepted / Rejected |
| Step 2 | Background Check |
Use Colours Consistently
Establish a colour system that your team can learn at a glance:
| Colour | Meaning | Example Stages |
|---|---|---|
| Blue | New / Waiting | Submitted, In Queue |
| Amber | In Progress | Under Review, Interview |
| Purple | Needs Action | Awaiting Response, Vote Needed |
| Green | Positive Outcome | Accepted, Approved |
| Red | Negative Outcome | Rejected, Declined |
Plan for Edge Cases
Consider scenarios beyond the happy path:
Withdrawn Applications
Create a "Withdrawn" final stage for applicants who cancel their application.
On Hold
A stage for applications you can't process immediately (e.g., waiting for more openings).
Requires Follow-up
A stage for applications that need additional information from the applicant.
Automate Thoughtfully
Automated actions should enhance your workflow, not complicate it:
Automate Notifications
Keep applicants informed automatically without manual intervention.
Automate Role Assignment
Assign Discord roles when someone is accepted without manual work.
Don't Auto-Reject
Avoid automatically rejecting applications based on criteria. Human review prevents mistakes.
Document Your Process
Help your team understand how to use the workflow:
- Add descriptions to each stage explaining its purpose
- Document criteria for moving between stages
- Create guidelines for when to add notes
- Train new team members on the workflow
Review and Iterate
Workflows should evolve with your needs:
Review Checklist
- • Are applications getting stuck in any stage?
- • Is any stage being skipped consistently?
- • Is your team confused about any stage's purpose?
- • Are notifications happening at the right times?
Example Workflows
Simple Member Application
Submitted → Accepted / Rejected
Best for: Open communities with minimal requirements
Staff Application
Submitted → Under Review → Interview → Team Vote → Accepted / Rejected
Best for: Positions requiring vetting and team consensus
Roleplay Whitelist
Submitted → Review → On Hold (if needed) → Accepted / Rejected
Best for: FiveM/RP servers with whitelist management