The application status lifecycle
Every application moves through a defined set of statuses. Understanding this flow helps you know what actions are available at each step.The application status and the member’s profile status are always kept in sync. Approving an application also updates their profile role to member.
Viewing and filtering the queue
Navigate to Admin → Applications. All applications for the current camp year are shown, grouped by status. At the top of the page, status badges show the count in each group and act as jump links. To narrow the list, use the filters in the top toolbar:- Search — matches on name or email address.
- Virgin burner — filter to first-timers only.
- Has referral — filter to applicants referred by an existing member.
Sending a vibe-check invite
Once you’ve reviewed a pending application and want to move it forward:1
Open the application
Click the applicant’s row to open their detail view.
2
Assign an interviewer (optional)
Use the Assign Interviewer dropdown to pick a specific admin. If you leave it unassigned, the system automatically picks the next available interviewer based on workload.
3
Send the invite
Click Send Interview Invite. The applicant receives an email with a booking link so they can schedule their vibe check.
The booking link is either a Cal.com scheduling page (for interviewers who use integrated scheduling) or a direct reply-to email (for interviewers who prefer manual scheduling). The correct link is used automatically based on the assigned interviewer’s settings.
Assigning interviewers
You can assign an interviewer at any point before or after sending the invite. From the application detail page, select an admin from the Assign Interviewer dropdown. The assigned interviewer receives a push notification. To check workload across your interviewer team, look at the Interviewer Workload section in the application view — it shows how many pending interviews each person currently has.Adding collaborative interview notes
Multiple interviewers can each add their own notes to a single application. Notes are timestamped with the author’s name, so you get a complete picture of every conversation before making a decision. To add a note, open the application and use the Add Note field. All existing notes from every interviewer are displayed in chronological order.Marking a vibe check complete
After the conversation has happened, click Mark Interview Complete on the application. This moves the status to Interviewed and signals that the application is ready for a decision.Approving an application
1
Click Approve
From the application detail, click the Approve button.
2
Automatic emails fire
The applicant receives an approval email with a link to the payment page (Givebutter). No manual follow-up needed.
3
Status updates
The application moves to Approved. Once Givebutter confirms payment via webhook, the member’s status updates to Paid automatically.
Rejecting an application
Click Reject and enter a brief reason. The reason is stored internally but is not sent to the applicant. An automated rejection email is sent immediately.Waitlisting an application
Click Waitlist to mark an applicant as approved but not yet admitted. Use this when camp is at capacity. Waitlisted applicants receive an automated notification. You can approve them later if space opens up.Automated emails at each stage
Email content is managed in Storyblok. To update the wording of any of these templates, see Email & Broadcasts.