A custom form can be easily connected to a position in your organization to create membership applications. Note: An applicant must be able to login with their TAMU NetID to access the form.
1: Create your membership application form
- Go to the admin page for Forms > Offered By This Org and click the “Add Form” button if you have not already created a form.
- On the form settings page, enter an appropriate description that expresses why someone should join, what the qualifications are (if any), and sets expectations for the selection process.
- Be sure to configure the form “to be submitted on behalf of” a person (rather than an organization).
- Set “Visibility” to either “Public” or “All Users”. Visibility affects who can see the open position. Regardless of visibility, a user will need to login to complete the application form.
- Configure your business process for the form. When do you want to start accepting applications? The “”Start At” date should match or precede when the position will open. The “End At” date is not required for the form since it will automatically close when the position closes. If you do not connect the form to a position in a later step, the form will be automatically shown on your organization’s site after the “Start At” date.
- Do not select “Require Approval” since membership acceptance decisions will be done differently than the approval process for standalone form submissions that are not connected to positions.
- Decide if you want to be notified by email every time a membership application is submitted. If you will consider all applications after a deadline, you may not want to receive notification for each application. If you accept members throughout the year, you may want to be notified when a new application has been received.
- Save these form settings without changing any of the other form settings.
- Build the form by adding whatever questions you want to ask.
2: Create the position
- Select “Approval” as the selection process. This will show an option to specify which form to use.
- Select your new membership form from the dropdown.
- Specify when you want to start and stop accepting applications. The Close Date is optional (and can be designated later), if you want to keep the application open throughout the year.
- Save the position.
3: Accept applications
- When the position Open Date passes, the position will be automatically posted on your organization’s site.
- If you post a QR code for the public position detail page, you make it easy for prospective members to find and complete the application. The QR code can be posted at an MSC Open House table, on a slide at an informational event, or on a sandwich board.
- When someone clicks the “Apply Now” button, they will need to complete your custom form.
- When the form is submitted, notification will be sent if a recipient was designated in the form settings.
4: Decide acceptance
- Go to the admin page Memberships > Prospective to see a list of all submitted applications.
- Clicking the “>” to the right of any applicant will show a detail page for that membership request.
- On the detail page, click “View full application” at the bottom to view their application form.
- At the top of the detail page, you can choose either the “Accept” or “Deny” buttons to record your decision.
- Choosing “Accept” will move them from the “Prospective” to “Current” membership list.
- Choosing “Deny” will remove them from the “Prospective” membership list.
- Note: Neither of these options will notify the applicant. You will need to separately communicate with them. However, when they login to Get Involved, they will be able to see the active status in the “My Memberships” section of the homepage.