As an experience administrator, you may choose to allow teams of learners to apply to projects. This is a great option if you want to give control to the employer about who they accept to work with which can be crucial for projects which involve mission critical deliverables or payments.
Main benefits of applications:
Provides employers with choice of learners
Allows configuration of application process to ensure a level playing field
Provides workflows similar to job applications
Applications are created by teams of learners and sent to the project administrators for review, who can accept or decline them, much like a typical job application process. During this workflow, you'll be able to customize the application process, including application questions, acceptance settings, and application limits.
General
Application settings
When your experience is set to use applications, you can control when and how team applications are created using the following settings:
Allow applications to currently be submitted by teams?
Yes / No – Enable or disable applications across the experience.
Applications due date
Set a deadline for application submissions.
After this date, applications are automatically disabled.
Maximum pending applications per learner
Limit how many applications a single learner can have pending across projects.
Leave blank for unlimited concurrent pending applications per learner.
Number of days after which applications expire
Set the maximum number of days an application can remain un-actioned before it expires.
Leave blank if applications should not expire.
If the expired maximum is decreased and the match currently exceeds the new maximum, applications for the match will be force-disabled.
If the expired maximum is increased and the match is now below the new maximum, applications will not automatically reopen but can be reopened manually.
Maximum pending applications per project
Limit the number of pending applications an employer can have per project.
Leave blank for unlimited pending applications.
If a match was automatically closed due to exceeding the pending limit, and no other limits prevent reopening, applications will automatically reopen once the number of pending applications falls below the limit.
If the pending maximum is increased and the match is now below the new maximum, the match will reopen. If decreased and the match currently exceeds the new maximum, applications will be force-disabled.
Number of days after applications open before the pending limit applies
Delay enforcement of the pending limit by this number of days.
Leave blank to apply the limit immediately when the match opens.
Maximum expired applications per project
Limit the number of expired applications an employer can have per project.
Leave blank for unlimited expired applications.
Many of these settings can also be configured at the individual match level. Updating a setting at the match level will override the experience-level configuration for that specific match.
Custom questions
As an experience administrator, you can set up custom questions to be answers by teams of learners as part of their application process. This may include standard questions such as providing a resume or noting available working hours, but can go deeper with asking specific background questions or skill testing questions should the need arise.
Learners will be required to answer any of the set custom questions on their applications to projects and the answers will be visible to you and the receiving project administrators for review alongside the application.
One and two-sided acceptance
Applications can be set to one or two-sided acceptance.
One sided acceptance means that only the employer has to accept the application. This is a good option for low risk or non paying projects as it can sometimes causes incidents where the employer accepts but the learner team meant to withdraw their application for some reason.
Two-sided acceptance requires both employers and learners to accept an application. This is great option when it is imperative that both parties have agreed to the details and working conditions for the project to proceed such as high risk projects or when payments are involved. Two-sided acceptance also helps prevent teams from being accepted into multiple projects they cannot handle or are otherwise limited against participating in.
Communication
When an application is submitted, the learners of the team and the project administrators will be placed into a conversation when they can discuss the application, set up meetings or interviews, and just generally discuss the needs of the project.
If the application is accepted, this conversation will carry over to the actual project work and serves as a historical record of communication from application submission all the way through project final deliverables being submitted.
States
Applications can be in one of several states:
State | Description |
Pending | Submitted by the team, waiting for acceptance. |
Accepted | Accepted allowing team to start and work on project. |
Declined | Declined by the project administrators preventing any further action. |
Cancelled | Cancelled by the team who has withdrawn the application preventing any further action. |
Expired | Application was not actioned and has expired which prevents any further action. |
How to
Update application settings on your experience
To update the application settings across the entire experience, follow these steps:
Navigate to your experience and click the "Settings" tab.
Click the "Participants" tab under the Project Management group.
Under the "Team creation" section, update any of the settings as needed.
Click "Save" to save your changes.
Update application settings on a match
To update the application settings on a single matched project, follow these steps:
Navigate to your experience and click the "Matches" tab.
Select the match you want to update.
Click the "Settings" tab.
Click the "Applications" tab and update any of the settings as needed.
Click "Save" to save your changes.
Set custom questions for applications
To set custom questions for applications, follow these steps:
Navigate to your experience and click the "Settings" tab
Click the "Participants" tab under the “Project Management” group.
Under the “Application questions” section check "Enable learner team question set"
Add any questions you would like learners to answer as part of their applications
Click "Save" to save your changes.
Setting or changing custom questions only affect future applications and has no affect on past applications.
You may apply restrictions to number, short text, and long text question types to ensure your question data is accurate and meets specific parameters. Learn more
Set one or two-sided acceptance
To set one or two-sided application acceptance, follow these steps:
Navigate to your experience and click the "Settings" tab
Click the "Participants" tab under the “Project Management” group.
Under the "Team creation" section check or uncheck "Enable two-sided acceptance of applications"
Click "Save" to save your changes.
View all applications in the experience
To view all applications within the experience:
Navigate to your experience and click the "Teams" tab
Click the "Applications" tab
View all applications for a matched project
To view all applications for a matched project:
Navigate to your experience and click the "Matches" tab
Click the matched project you want to view the applications of
Click the "Teams" tab
Click the "Applications" tab
FAQ
What does two-sided acceptance look like to the learner?
Teams will receive an email and platform notification when an employer accepts their application to work on a company project. If two-sided acceptance is enabled on the experience, teams will be prompted to confirm or cancel their application.
