How to Set Up an Application Form on Discord

On many servers, applications for staff, clans or events run through loose messages. Details are often missing and the overview gets lost in the chat. A form collects all answers in a structured way in one place. Your team reviews and decides with one click.

How it works

1. In a channel there is a message with a button, for example "Apply now".
2. The click opens a pop-up form with your questions.
3. After submitting, the entry appears as a message in your team's review channel, with the buttons Accept and Reject.
4. With the decision the person receives a DM. On acceptance they can also automatically receive a role.

Setup

1. Create the form: In the dashboard, open the Forms module and create a new form with a title and a description. Alternatively use /form create.
2. Add questions: You can ask up to five questions. That is a limit set by Discord for such pop-up forms. For each question you decide whether it is a short or long text field and whether it is required (/form add-question).
3. Set the review channel: Choose the channel where your team sees the submissions. Ideally pick a channel only the team can see.
4. Role on acceptance (optional): Set a role that accepted people receive automatically (/form settings).
5. Customise the DM texts: You can write the text for acceptance and rejection yourself. The placeholders {user}, {title}, {guild}, {role} and {note} make it personal. Unknown placeholders stay in the text unchanged.
6. Post the panel: Publish the message with the button in the channel you want (/form panel).

Keeping track of submissions

Every submission has a status: new, under review, accepted or rejected. In the dashboard and with /form submissions you see the latest submissions and can filter them by status. The decision buttons are meant for members with the "Manage Server" permission. A submission that has already been decided cannot be decided a second time.

Typical pitfalls

• The person gets no DM: Anyone who has disabled direct messages from server members cannot receive the message. The decision still stands.
• The role is not assigned: The Kage role must be above the role that accepted people should get in the role list.
• More than five questions needed: Combine questions or use a second form. For longer conversations a ticket after the application is a good fit.

For when a form and when a ticket makes sense, read Organising support on Discord.

Works well with

If you prefer to settle requests in a conversation, use the ticket system together with transcripts. Accepted members are greeted by the welcome message.