Forms: Applications with a Panel Button and Review Channel

With forms you collect applications, requests or feedback in a structured way. Members click a button, fill in a form window with up to five questions, and the team decides in a review channel with two buttons: Accept or Reject. On acceptance, Kage can automatically assign a role, and the person receives a direct message.

For a short walkthrough, see the guide Setting up an application form.

Requirements

• Access to the module: You sign in to the dashboard with Discord and need the Manage Server permission (or access granted for this module). The /form commands require Manage Server.
• Kage's permissions: in the panel channel View Channel, Send Messages and Embed Links, and the same in the review channel. For the automatic role, Kage needs Manage Roles, and the role must sit below Kage's highest role.
• Plan: The plan notice at the top of this page shows which plan the module needs.

Setting up a form

In the dashboard under Forms:

1. Enter a Key (2 to 32 characters from a-z, 0-9, -, _, starting with a letter or digit) and a Title, and click Create form.
2. Add up to 5 questions with + Question. Each question has a text (at most 45 characters), a type (short or long), the Required option and an optional Placeholder.
3. Choose the Review channel where submissions arrive.
4. Optional: Role on accept, Panel description and the DM texts (see below).
5. Choose the Panel channel and click Post panel. Kage posts a message with the Fill in button and sets the form to active. If you change the form later, Update panel refreshes the same message.

By command:

In German Discord clients the group is called /formular (erstellen, frage-hinzufuegen, frage-entfernen, einstellungen, panel, liste, einreichungen, loeschen).

The panel requires at least one question and a review channel. Posting through the dashboard also turns on the Forms module, provided your plan allows it. Posting by command does not: as long as Forms module active is off in the dashboard, the button answers with "Module disabled".

What a member experiences

1. The member clicks Fill in. Kage opens a window with the form's title (shortened to 45 characters) and the questions. Each answer may be up to 1000 characters long.
2. After sending, the member gets the confirmation "Thanks! Your submission was passed on to the team.", visible only to them.
3. As long as a submission for this form is still open, the same member cannot send a second one. After the decision, a new application is possible again.

The button also reports when the form is no longer active, has no questions or the module is switched off.

Reviewing and deciding

Each submission appears in the review channel as a message with the form title, the applicant, the status and the answers (the first five). Accept and Reject sit below it.

• Who may decide: only members with Manage Server. Everyone else gets a notice.
• In the review channel you decide with one click, without a note.
• In the dashboard under Submissions you can filter by status and add a note for the applicant when accepting or rejecting.
• A decision is final: An already accepted or rejected submission cannot be decided again.
• The review message is updated and the buttons disappear.
• If Kage cannot write to the review channel, the submission is still saved. You find it in the dashboard.

On acceptance: role and message

On Accept:

• If a Role on accept is set and the person is still on the server, Kage assigns the role. If that fails, for example because the role sits above Kage's role, Kage only notes it in the background and decides anyway.
• The person receives a direct message. If they blocked direct messages, the DM is skipped without the decision failing.

Without a custom text, Kage sends a default text in the server language. With DM on acceptance and DM on rejection you write your own texts (up to 1500 characters). Placeholders:

If {note} is not in the text and you enter a note, Kage appends it at the end. Other curly braces in the text stay unchanged.

Scoring applicants

With Enterprise you can set criteria with weights for a form in the Kage Control Center. The app then scores the submissions with points, puts them in a ranking and lets you accept or reject right there. The decision follows the same flow as in the dashboard.

Limits

Through the /form create command the cap stays at 25 forms, even on Enterprise.

Settings at a glance

Submissions, acceptances and rejections appear in the module's Logs tab.

Checking the result

1. Create: Create a form with one question and a review channel and post the panel into a test channel.
2. Fill in: With a second account, click Fill in and send an answer. The submission appears in the review channel.
3. Decide: Click Accept. The account receives the DM and, if set, the role.
4. Block: Send a second submission before the decision. Kage says one is already open.

Troubleshooting

"Module disabled" when clicking Fill in

Turn on Forms module active in the dashboard. Posting the panel through the dashboard does this automatically if the plan allows it.

"This form is no longer active"

The form is switched off or deleted. Activate it or post a new panel.

"This form has no questions yet"

Add at least one question.

"You already have an open submission for this form"

The team must decide the first submission first.

The panel cannot be posted

Check that the form has a question, a review channel and a panel channel, and that Kage may write there. "The panel channel does not exist (anymore)" means you need to choose another channel.

No submission appears in the review channel

Kage may not write there, or the channel was deleted. The submission is still saved, you see it in the dashboard under Submissions.

The role was not assigned

The role sits above Kage's role, or Kage lacks Manage Roles. Also check whether the person is still on the server. The monitoring reports wrong role settings.

The person gets no DM

They blocked direct messages from server members.

Further reading

Personal support channels: Tickets. Roles after acceptance: Autorole.