> ## Documentation Index
> Fetch the complete documentation index at: https://docs.playaos.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage your camp's application pipeline in PlayaOS

> Review, filter, and act on applicant submissions — assign vibe checks, add collaborative notes, and approve or reject with automated email follow-through.

The Applications page is your central queue for every prospective member. Applications are grouped by status so you can see at a glance what needs attention: who just submitted, who has a vibe check scheduled, and who is ready for a decision.

## 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.

```
Pending Review
     ↓
Interview Invite Sent   ← you send a vibe-check invite
     ↓
Interview Scheduled     ← applicant books via Cal.com
     ↓
Interviewed             ← vibe check complete, notes added
     ↓
Approved ──────────────→ Payment Sent (automatic) → Paid
     ↓
Rejected / Waitlisted
```

<Info>
  The application status and the member's profile status are always kept in sync. Approving an application also updates their profile role to **member**.
</Info>

## 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.

Filters apply across all status groups simultaneously.

## Sending a vibe-check invite

Once you've reviewed a pending application and want to move it forward:

<Steps>
  <Step title="Open the application">
    Click the applicant's row to open their detail view.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Send the invite">
    Click **Send Interview Invite**. The applicant receives an email with a booking link so they can schedule their vibe check.
  </Step>
</Steps>

<Note>
  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.
</Note>

The status moves to **Interview Invite Sent**.

## 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.

<Tip>
  Use notes to document specific concerns or strengths before the full team makes a decision. Notes are only visible to admins.
</Tip>

## 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

<Steps>
  <Step title="Click Approve">
    From the application detail, click the **Approve** button.
  </Step>

  <Step title="Automatic emails fire">
    The applicant receives an approval email with a link to the payment page (Givebutter). No manual follow-up needed.
  </Step>

  <Step title="Status updates">
    The application moves to **Approved**. Once Givebutter confirms payment via webhook, the member's status updates to **Paid** automatically.
  </Step>
</Steps>

<Warning>
  If the camp is at capacity, the approve button will be blocked and a capacity warning is shown. Use the **Waitlist** action instead.
</Warning>

## 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

| Action                | Email sent to applicant             |
| --------------------- | ----------------------------------- |
| Application submitted | Welcome / confirmation              |
| Interview invite sent | Vibe check invite with booking link |
| Approved              | Approval + payment link             |
| Rejected              | Rejection notification              |
| Waitlisted            | Waitlist notification               |

<Note>
  Email content is managed in Storyblok. To update the wording of any of these templates, see [Email & Broadcasts](/admins/email-and-broadcasts).
</Note>