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Application System

PulseRoster's Application System lets you accept public recruitment applications, review them with your team, and onboard accepted applicants — all without manual Discord ticket triage or shared spreadsheets.

What you get

Surface What it does
Public application form Hosted at /apply/[community-slug]/[app-slug] — no PulseRoster account required to submit
Custom form builder Field types: short text, long text, number, date, single-select, multi-select, checkbox, URL, file upload
Kanban review board Submissions grouped by status (Submitted, Interview, Accepted, Declined, Withdrawn) with drag-to-move
Voting panel Each reviewer can vote Approve / Reject with a rationale; tallies surface on the submission detail
Label taxonomy Tag submissions with custom labels (e.g., "interview-scheduled", "background-check-pending")
Discord ticket integration Optional: every new submission spawns a Discord thread in your configured channel
Response templates Pre-written messages for Accept / Decline / Interview / Pending so replies are fast and on-brand
Roster Plan On accept, propose a department / rank assignment before the applicant claims membership
Claim token Accepted applicants receive a one-time URL to claim their PulseRoster account
Analytics Per-application stats: submissions, conversion rate, time-to-decision

Setup

  1. Go to Settings > Applications (community staff only).
  2. Click New Application.
  3. Configure the basics:
    • Title — what applicants see
    • Slug — the URL component (e.g., lspd-officer)
    • Scope — Community-wide, Department-specific, or Subdivision-specific
    • Status — Draft (not public) or Published (live)
  4. Add fields via the form builder. Mark each as Required or Optional. Order them by drag-and-drop.
  5. Configure Discord ticket integration (optional):
    • Channel ID where threads are created
    • Whether new submissions, status changes, and comments echo back to the thread
  6. Add labels for your review workflow (optional).
  7. Add response templates (optional) for Accept / Decline / Interview replies.
  8. Save and Publish.

Your application is now live at: 

https://roster.mypulsetech.com/apply/[your-slug]/[app-slug]

Receiving and reviewing

Staff with applications.view permission see incoming submissions in two views:

  • /c/[slug]/applications — classic list with filters
  • /c/[slug]/applications/board — kanban grouped by status

Click any submission to open the detail page:

  • Submitted Answers — everything the applicant entered
  • Discussion — staff comments (threaded)
  • Votes — reviewer approvals/rejections with rationale
  • Labels — tag the submission
  • Status — move through SUBMITTED → INTERVIEW → ACCEPTED / DECLINED / WITHDRAWN
  • Roster Plan — on Accept, propose a department + rank for the new member

Onboarding accepted applicants

When you mark a submission Accepted:

  1. The applicant gets an email (or Discord DM if linked) with a one-time claim token URL like /claim/[token].
  2. They click it, finish setting up their PulseRoster account, and land in your community.
  3. If a Roster Plan was configured, they're auto-assigned to the proposed department + rank.
  4. If they're already a PulseRoster user, the token links the application to their existing account — no duplicate accounts.

Discord ticket integration

When enabled, the bot creates a thread in your configured channel for each new submission. The thread contains:

  • A button row: Approve / Decline / Open in PulseRoster
  • The applicant's name and key answers
  • A subscribe option for reviewers

Reviewer actions in the thread (button clicks) update the submission status in PulseRoster. Reviewer actions in PulseRoster (status change, comments, votes) echo back to the thread.

This lets your team do the discussion in Discord while keeping the structured workflow in PulseRoster.

Permissions

Action Required Permission
View applications applications.view
Comment, vote, label applications.review
Change status (Accept / Decline) applications.decide
Create / edit applications applications.manage
Configure Discord integration applications.manage + community.settings

Assign these via Settings > Staff Roles.

Tips

  • Use templates for response copy. Saves reviewers from writing the same Accept/Decline message every time.
  • Use labels for stage gates. E.g., "background-check-pending" until verified, then "background-check-clear".
  • Cap the submission window with a Draft status during recruiting freezes.
  • Scope by subdivision for specialized roles (SWAT, K9) so the right command staff sees them.
  • Check analytics weekly to spot bottlenecks (a column piling up means a missing reviewer).

See also: Permissions & Staff Roles, Discord Integration, Member Management.