Applications allow administrators to control who is and is not approved to participate in your Program. Instead of granting immediate access upon Registration, Users submit an Application that can be reviewed and approved before they are allowed to participate or be matched.

When to Use Applications

Applications are best suited for Programs where participation needs to be reviewed or limited.

• Inviting a broad audience while ensuring seat capacity is not exceeded.
• Managing mentor supply before approving mentees.
• Prioritizing specific groups (for example, high-priority cohorts).

Turn On Applications

By default, Applications are turned off. When disabled, Users who complete Registration are immediately granted access to the Program and Matching.

To require an approval step, enable Applications in: Program Settings → General → Requires Application to Register, then click Save.

As a tip, enable Applications before inviting Users to ensure a consistent experience and avoid rework.

Note: If you disable Applications after Users have already applied, all pending or waitlisted Applications must first be resolved (approved or denied).

Inviting Users

Inviting Users works the same whether Applications are enabled or not. You can invite participants via email or by sharing a Registration link.

When enabled, the key difference occurs after submission - Users apply instead of gaining immediate access.

Applicant Experience

When Applications are enabled, the participant experience shifts from registering to applying. This change is reflected throughout the platform and communications.

For example:

• Invitation emails reference applying instead of registering.
• Platform language updates to reflect Application status.
• Users complete an Application questionnaire instead of a Registration questionnaire.

You can review and customize application-related emails under Emails → System Emails.

After submitting an Application, Users will see one of the following statuses on their homepage. Note that once submitted, Applications cannot be edited by the Applicant.:

• Pending Review
• Waitlisted
• Approved

Note: Users who are denied are notified by email only and will not see a denied status in the platform.

Review Applications

To manage Applications, navigate to: Registration → Invite & Track → Pending Applicants.

Use the dropdown to view Pending, Waitlisted, or Denied Applicants.

Review Individual Applications

Click on an Applicant’s row to view their full Application.

You can review:

• Eligible roles
• Applied roles
• Questionnaire responses
• Imported User data

From here, you can Approve, Waitlist, or Deny the Application.

If a User is approved for only one role, they will still appear as registered for all selected roles but will be marked as ineligible to match for unapproved roles.

Each Application record also shows the last status update and which administrator made the change.

Note: By default, approval applies to all requested roles, but you can approve a User for a subset of roles.

Review Applications in Bulk

You can streamline review by customizing visible columns based on questionnaire responses (such as department or tenure).

Select multiple Applicants to update their status in bulk, or take action directly from each row.

Once a User is accepted into a Program, they cannot reapply for a different role. To change their role, you must manually update their access.

Tip: Use filters and column customization to quickly identify qualified Applicants at scale.

Manage Waitlisted and Denied Users

Users who are waitlisted or denied can still be approved later while the Program is active.

If you have more Applicants than available seats, consider the following options:

1. Work with your account manager to discuss increasing seat capacity.
2. Export Applicant data to prioritize future Program cohorts.
3. Approve additional Users if capacity becomes available during the Program.

Tip: Maintaining a waitlist allows you to quickly fill spots as they open without reopening Applications.