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

 If you do not want users to have the ability to register on their own via your GOapply UI, you can update the Registration Status field found in your GOapply Settings records. 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 UI. The “register a new account” button will be removed from the login page, meaning new users cannot register on their own and you will Add GOapply Users directly in akoyaGO. For more information on adding GOapply users, please visit the Add GOapply Users Knowledge Article

 

 

Important: This setting removes the registration ability from your GOapply home screen, so you should only do this if you have no other Opportunities open 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 - Constituent with Existing GOapply Users

 

This button will create a draft Status Tracking record related to this Constituent, which allows all GOapply Users registered on behalf of this organization to see the Invite Only Opportunity under their In Progress Dashboard in the GOapply UI.

 

 

Select the Opportunity and Phase to which the Constituent is invited. Click Submit.

 

 

This function will send an email with a link to the specified Phase to all GOapply Users (not Contact records) with this Constituent listed as their Parent Constituent.

 

 

You can see all GOapply Users linked to this Constituent by choosing Related > GOapply Users:

 

You can also see the Parent Constituent from a GOapply User:

 

 

 

  Invite Constituent to Apply - Constituent with No GOapply Users                                                                                                                                                                                                                                                                                   

If the constituent does not have at least one existing GOapply User, a GOapply User will be created for the constituent's Primary Contact:

When the new GOapply user is created, the system will check if the new GOapply user's email address exists in the GOportal Identity Database and choose one of two Email Template. The GOportal Identity Database is a user database for the GOsuite of products – GOapply, GOfund, and GOdonate. All of these products utilize a single login experience for users. Each user (email address) may only appear once in the GOportal Identity Database.

If the new GOapply user's email address already exists in the GOportal Identity database, they will receive the email mentioned above. This is driven by the Email Template GOapply - Invite Constituent to Apply, which lets them know their organization has been invited to apply. They can use their existing credentials to log in. This would be the case if the Primary Contact of the constituent was already a GOfund user or GOdonate user.

If the GOapply user's email address does not already exist in the GOportal Identity database, they will not only be notified they have been invited to apply, but will also receive a unique link to register and create a password. This is driven by the Email Template GOapply - Invite Constituent to Apply - New GOapply User. The new user will set a password before logging in:

 

When the GOapply User logs in, they will be brought directly to the draft of the phase they have been invited to complete. 

 

Important: There is not an existing button 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.