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, very much aligned with a typical job application process. During that workflow you'll be able to customize the application process in terms of application questions and how acceptance works.
General
Timelines
When your experience is set to use applications, you will be able to manage exactly when and how applications are created within the experience. Applications can be:
Toggled
Toggle applications on or off across your entire experience whether applications are currently enabled or disabled meaning whether or not teams of learners can apply to projects or not. You can also control this on a per matched project basis by turning applications on or off per project.Due
Set a date in which all application must be created by before they are automatically toggled off.Expired
Set a maximum number of days an application can be un-actioned before it expires, ensuring timely actions from employers and learners.
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
Enable or disable applications for the experience
To enable or disable applications across the entire experience for any matched project, follow these steps:
Navigate to your experience and click the "Settings" tab
Click the "Teams" tab under the “Project Management” group.
Under the "Team creation" section set "Allow applications to currently be submitted by teams?" to yes or no.
Click "Submit" to save your changes.
When "Allow applications to currently be submitted by teams?" is set as "Yes", individual matched projects can override this by disabling applications on that particular matched project.
Set application due dates
To automatically disable applications on a particular date, follow these steps:
Navigate to your experience and click the "Settings" tab
Click the "Teams" tab under the “Project Management” group.
Under the "Team creation" set a date for "Application due date"
Click "Submit" to save your changes.
Set application expiry
To automatically expire applications which have been left in pending for a certain number of days, follow these steps:
Navigate to your experience and click the "Settings" tab
Click the "Teams" tab under the “Project Management” group.
Under the "Team creation" set a number of days for "Number of days after which applications expire"
Click "Submit" to save your changes.
Enable or disable applications for a single matched project
To enable or disable applications across the entire experience for any matched project, follow these steps:
Navigate to your experience and click the "Matches" tab
Select the match you would like to enable or disable applications on
Click the "Settings" tab
Set "Allow applications to currently be submitted by teams?" to yes or no.
Click "Submit" to save your changes.
When "Allow applications to currently be submitted by teams?" is set as "Yes", the experience may override this setting by disabling applications across the entire experience.
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 "Teams" 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 "Submit" 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 "Teams" tab under the “Project Management” group.
Under the "Team creation" section check or uncheck "Enable two-sided acceptance of applications"
Click "Submit" to save your changes.
View all applications in the experience
To view all applications within the experience:
Navigate to your experience and click the "Learners" tab
Click the "Applications" tab
View an application in the experience
To view an applications within the experience:
Navigate to your experience and click the "Learners" tab
Click the "Applications" tab
Click the application you want to view.
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
View an application for a matched project
To view an application 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
Click the application you want to view
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.