Review Applications

An application is what one person sends through one of your application forms: their name, nickname, and email, their answers to your questions, and the form they used. Reviewing applications lets you choose who joins, rather than letting in everyone who applies. You review applications from forms whose “Status for signups” is “Pending”. A form set to “Active” approves people as soon as they confirm their email, so their applications never wait for you.

Approving a new applicant makes them an Active collaborator in the programs, distributors, and collaborator groups the form names, and emails them a link to set up their portal account. Declining sets their status to Rejected and emails them that they weren’t approved, without a reason. You can change a declined applicant’s status later on their collaborator page.

Only Admins review applications. They find them under Manage > Applications, where the menu shows how many are waiting, and your Admins get an email for each new applicant on a Pending form. Platform Managers can build forms but can’t see applications or their answers.

The new-applicant, approved, and declined emails are notifications. You can reword or switch off each one under Settings > Notifications, as Notifications and Email describes. The table of application emails at the end of this page lists every email an applicant or Admin gets.

Review and approve your first application

Read the list

The status filter starts on “Waiting for review”, and also offers “Approved”, “Declined”, and “All”. The form filter narrows the list to one form. On the Application forms list, a form’s waiting count opens this screen for that form.

Each row shows:

• Applicant: their name and email. “Request for more” marks a collaborator you already have who applied to join more.
• Form: the form they used.
• Sent: when they applied.
• Status: “Email not confirmed”, “Waiting for review”, “Approved”, “Declined”, or “Inactive”. Once a decision’s email is on its way, “Email queued” or “Emailed” shows beside it.
• Adds them to: the programs, distributors, and groups the form adds.

An application waits for review once the applicant confirms their email. An application on a form set to Active is approved as soon as they confirm, so it never waits.

Look at an application

Click an applicant’s name to open the application. It shows their answers to the form’s questions, under the form’s name, and what they join if you approve them. “Open their collaborator page” goes to their record.

Approve or decline

Click “Approve” or “Decline” in the open application, or tick several waiting rows and use the bulk buttons. Declining asks you to confirm.

• Approving a new applicant makes them Active, adds them to what the form adds, and, while the “Approved” email is on, emails them “Your application to … was approved”, naming your organization, with a “Set Up Your Account” link that works for 7 days. Approving one at a time adds what the form adds now. Approving several at once only makes them Active, so check their programs afterward if you’ve changed the form since they applied.
• Declining a new applicant makes them Rejected and, while the “Declined” email is on, emails them “An update on your application to …”, naming your organization, with no reason. You can change their status later on their edit screen.
• Approving a request for more adds what the form adds that they aren’t in yet, and emails them that the request was approved, or sends the “Joined” email instead when you have a Joined notification to the collaborator switched on.
• Declining a request for more changes nothing for them and sends nothing.

Approve and Decline in the open application work on applicants whose collaborator status is Pending, which is what a waiting application usually means. If someone who’s Rejected, Inactive, or unconfirmed applies again, their application can show as waiting, but those buttons refuse it, so decide them on their collaborator page under Manage > Collaborators instead.

You can also decide in these places:

• The emailed “Approve Collaborator” button opens a page with the applicant’s details and answers, where you click “Approve collaborator”. It works for one day, and only for the Admin it was sent to, and it has no decline. It still works after someone declines the applicant, so don’t use an old email to decide.
• The “Application” card on a collaborator’s page shows their answers, with “Approve” and “Decline” while they’re Pending.
• Manage > Collaborators works as for any collaborator: “Activate”, or the Status field on their edit screen.

Decisions show in the form’s activity and the collaborator’s, naming the Admin who made them.

Applicants who haven’t confirmed

An application whose email isn’t confirmed shows only under “All”, as “Email not confirmed”, and you can’t select it. The confirmation link works for one day, and Siren has no button to send it again. To let someone in whose link expired, open the application, go to their collaborator page, click Edit, and set their Status to Active, which approves them without the email check and sends the approved email.

Sign-ups from a connected WordPress site

A WordPress site connected to Siren Cloud sends its registration form, Gravity Forms, and Ninja Forms sign-ups to Siren Cloud. They don’t appear on this screen. Find them under Manage > Collaborators, and approve them there or from the emailed approval button.

Application emails

Siren Cloud’s application emails name your organization in the subject:

Email	Who gets it	Can you change it?
Confirm the email address, with “Confirm Signup” or “Confirm Changes”	The applicant	No, it always goes
”Action Required: New Collaborator for …”, with “Approve Collaborator”	Your active Admins	Yes, as the “Applied” email to Admins
A request to join more, with “Approve Changes”	Your active Admins	No
Approved, with “Set Up Your Account” (7 days) or “Sign In”	The applicant	Yes, as the “Approved” email to the collaborator
Declined	The applicant	Yes, as the “Declined” email to the collaborator

Admins edit, switch off, or delete these emails under Settings > Notifications, as Notifications and Email describes, where they’re listed under “Applied”, “Approved”, and “Declined”. Your organization keeps one of each.

If you switch off or delete the “Applied” email to Admins, nobody is emailed about new applicants, so check this screen yourself.

Collaborators can opt out of the approved and declined emails in their portal, which an applicant reaches only after setting up their account. Other application emails, such as “We received your application” to the applicant, go out once you make them with “New notification”. The editable emails can use {application.form} for the form’s name, and an {application.…} tag for each of your questions.

To send an approved applicant the approved email again, select them under Manage > Collaborators and click “Send Signup Email”. It sends even while the “Approved” email is switched off.