Docs / Members and recruitment

Applications and surveys

Take applications from new players, decide them, and ask your roster questions with surveys.

Guild Pro has two kinds of forms. Applications are for people outside the guild who want to join. Surveys are questions you send to people already in it. Officers and admins run both. Raiders answer surveys.

Applications

How somebody applies

Every guild has a public application page at /guild/your-guild/apply (“your-guild” is your guild’s address). You can share that address directly. Your guild’s public page also links to it while your recruitment listing is on the board.

The applicant presses Continue with Discord to sign in.
They fill in the form. For the character question they can pick a character they have already claimed, which is marked “(verified)”, or type a name, class, spec and role by hand.
They press Send application.
They get a private status page that shows where the application stands: Applied, In review, Trial, Member, or Declined / Withdrawn. They can press Withdraw application there while it is still open.

Limits on applicants:

One open application per guild at a time.
Five applications a day across all guilds.

Get applications in Discord

When an application arrives, the bot posts a card for it in your Applications channel and opens a thread on it for discussion. Set that channel on the Bot page. Applications are never posted to a fallback channel, so with no Applications channel set there is no Discord post. The application still appears on the website.

Decide an application

Open Recruitment at /g/your-guild/recruitment and find the Applications card.
Applications are grouped under Waiting, On trial (only if you run trials) and Decided. Click one to open it.
Read the answers. The Verified line shows figures Guild Pro has on record for a claimed character, such as raids logged, tenure and median parse. If it says “nothing on record”, everything below is the applicant’s own word.
Press one of the buttons:

Button	What it does
Review	Marks the application as being discussed.
Start trial	Moves the applicant to a trial. Only shown if trials are switched on.
Accept	Adds the applicant to the guild as a raider, with the character they applied on.
Decline…	Asks for a reason, then closes the application. The reason is shown on their status page.
Reopen	Puts a declined or withdrawn application back in Waiting.

Each decision also updates the card in Discord. Nobody is sent a direct message. The applicant’s status page is how they find out.

Things that can stop an Accept:

The applicant is still in another guild. They have to leave it from their own profile first. Being on your own guild’s page for another game does not block it.
The application has no account behind it. Ask them to sign in once, or send an invite link.

Run trials

Trials are off by default. To switch them on, tick Run trials — accepted applicants pass through a trial stage first on the Your listing card of the Recruitment page and press Save listing. The Start trial button and the On trial group then appear.

Edit the application form

The Application form card on the Recruitment page holds the questions.

Press Add question to add one. Type the question, pick its type, and add optional help text.
Tick Required if it must be answered. Use the arrow buttons to reorder, or Remove to delete.
Press Save form.

Question types: Short answer, Paragraph, Multiple choice, Checkboxes, Dropdown, Linear scale, Rating, Date, Time, Availability and Rank.

The character question is always first and cannot be removed or retyped. You can change its wording. A new guild starts with four questions: the character, logs, when the applicant can raid, and why this guild.

Changing wording saves in place. Adding or removing a question creates a new version of the form. Older applications keep showing the questions they were actually asked.

Surveys

Build a survey

Open Surveys at /g/your-guild/surveys.
Under New survey, press Blank or a preset: Availability check, Loot system pulse or Raid time vote.
Fill in Title and Blurb. Optionally set a closing time in Closes.
Choose the Audience: Everyone in the guild, Officers and admins, Raiders only, or one of your raid teams.
Add and edit questions the same way as on the application form.
Press Save.

A draft costs nothing and is visible only to officers.

Publish it

In the builder, press Publish….
Confirm the message that says how many people will be asked.

Publishing fixes the list of people who were asked. That list does not change afterwards, so “12 of 20 answered” means the same 20 all week. The bot posts the survey to your Surveys channel with a button to answer it.

If the Discord post did not go out, set a Surveys channel on the Bot page, then press Post to Discord on the survey’s row. You can pick a different channel for one post from the dropdown beside it. Copy link copies the answer page’s link.

Answer a survey (raiders)

Press the button on the survey post in Discord, or open Surveys and press Answer under Asked of you.
Sign in with Discord if asked.
Fill it in and press Send answers.

You can answer once. Only people on the survey’s audience can answer; others see “This survey was not sent to you”.

Read results and close

Press Results on a survey’s row to see counts per question, each person’s answers under Individual responses, and who is still missing under Not answered yet.
Press Close… to stop taking answers. The bot posts the results to Discord.

Limits

A guild on the free plan can have one open survey at a time. Close the open one first, or unlock unlimited surveys with the Guild Master plan.
Once anybody has answered an open survey, its questions are locked. Wording edits still save.
A closed survey cannot be edited or reopened. Make a new one.
A survey past its closing time stops taking answers.
A survey needs at least one question and an audience with somebody in it before it can be published.

Still stuck? Ask in the Discord.