This is a resource for organizations that utilize invitation-only applications. In this document, we’ll look at how to set up and manage invitation-only applications in GOapply. 

 

 

  Registration Status Field - GOapply Settings

 In your GOapply Settings records, there is a Registration Status field. Your choices for this field are open or invitation only. If this field is set to Invitation Only, registration will not be possible from your GOapply portal. The “register a new account” button will be removed from the login page.

 

 

Important: This setting removes the registration ability from your GOapply home screen, so you should only do this if you have no other applications running at that time. Please ensure that the applicants you plan to invite have had an opportunity to register with GOapply before turning on this feature.

  Invitation Only Field - GOapply Opportunity

 

When you set up a GOapply Opportunity, there is a Invitation Only field. If you set this to YES, if this Opportunity is removed from the public Opportunities tab in the GOapply UI. If this field is marked No or is blank, all eligible users will be able to apply for this Opportunity.

 

Please note if you set this field to Yes, users can still access it through the direct URL using the Title Slug. See the GOapply Administrator Guide for additional details.

 

  Invite Constituent to Apply Flow

 

This available Flow will create a status tracking record in Draft to ensure that the application will appear on the applicant’s In Progress Dashboard. This flow does NOT send an email to the invitee. You will need to send them the link to your GOapply site where they can access the application.

 

Important: There is not an existing Flow to Invite Contacts to Apply in akoyaGO. For Individual "Invitation Only" Applications, you will need to provide the direct URL of the Opportunity to the Applicant and prompt them to login in to their existing GOapply account to access the Application. Once the User clicks "Apply" on the Opportunity, it will generate a Status Tracking for the First Phase of that Opportunity for the GOapply User in your akoyaGO CRM.

 

  Before Running the GOapply Invite Constituent Flow

 

Before you run one of these flows, you need to know the GOapply Application ID and the Phase ID to which you want to invite applicants. You will find these numbers on Opportunity and Phase. Please ensure the Invitation Only field on the Opportunity is set to Yes to make sure it does not appear as an Opportunity for all eligible users.

 

 

 

  Run the Flow

 

1. This flow can be run from the Constituent. It can be ran from an individual Constituent record, or in bulk from a view on Constituent. You can run this process for multiple people or organizations.

 

Select the constituents, choose Flow, then GOapply Invite Constituent.

*If you do not see this flow available, please contact support to activate it.

 

 
 

2. The Run screen will open, fill in the Application and Phase IDs, and Run Flow. 

 

 
 

3. Check the progress from the "Flow Runs Page" to ensure the flow is executed successfully.

 

 

  

 

Status Tracking Record

The Flow will create a status tracking record with the Applicant, Application, Phase, and Current Phase Status filled in accordingly. The Current Phase Status will be set to Draft. 

 

 

 

When the user logins to GOapply, they will now see this Opportunity/Phase on their In Progress dashboard and can begin working on it.