Recruitment

Recruitment lets people apply to your guild right on your website. You write the questions, applicants fill in the form, and you review each application in the dashboard. Accepting sends the applicant an invite by email, so they can join without you having to create a link by hand.

You'll find it at Recruitment, in the sidebar under Admin. The owner and admins can manage it.

Set up your application form

1. Open Recruitment and click the Form & settings tab.
2. Turn on Taking applications. While it's off, the form on your website says you aren't recruiting right now.
3. Write an Intro, shown above the form: who you're looking for and what happens after someone applies (up to 1,000 characters).
4. Review the Questions. Your form starts with a few sensible ones you can edit or remove.
5. Optionally, choose a Discord channel under Post new applications to a Discord channel.
6. Optionally, write a Decline message.
7. Click Save.

Questions

Name, email and Discord username are always asked, so don't add questions for those. On top of that you can have up to 12 questions of your own. For each one:

• Type the question (up to 200 characters).
• Choose the kind:
  • Short answer: a single line, up to 200 characters.
  • Long answer: a paragraph, up to 2,000 characters.
  • Choice: the applicant picks one of 2 to 10 options. Click Add choice to add options.
• Tick Required if the applicant must answer it.
• Use the arrows to move it up or down, or the bin to remove it.

Click Add a question to add another.

Discord alerts

If your Discord server is connected, you can post a short alert to a channel whenever someone applies. Pick an officers-only channel: only the applicant's name and Discord username are posted, and their answers stay in Spawnix. The alert links straight to the Recruitment page.

If the list of channels is empty, connect Discord first in Settings. See Connect Discord.

Decline message

This message is emailed to applicants you decline. It's optional; if you leave it empty, declining sends nothing. A kind, short message goes a long way, and people often reapply later.

Put the form on your website

People apply with the Application form block, so the form only appears once you've added it to a page.

1. Open Website pages and edit the page you want, or create a "Join us" page.
2. From the guild widgets in the palette, drag Application form into a section.
3. In the block's settings, set an optional Heading, the Button text, and the message shown After someone applies.
4. Click Save, and Publish the page if it's new.

More on blocks: Page blocks.

Review applications

New applications appear under the Pending tab, with a count. Each one shows the applicant's details and their answers.

• Officer notes (only officers see these): jot down thoughts, trial results or who vouched for them. Notes save when you click away.
• Accept and invite: creates a one-time member invite and emails it to the applicant. You'll also see the invite link, with a copy button, in case they'd like it in Discord as well.
• Decline: marks it declined and emails your decline message, if you've written one.

Reviewed applications move to the Accepted or Declined tab, showing who reviewed them.

Accepted applicants join with the Member role at your lowest rank. Their invite works like any other: once, within 7 days. See Invite and manage members.

Limits

• Each email address can have one pending application. If someone applies again before you've reviewed them, they're told they've already applied.
• Up to 100 applications can wait at once. After that, new applicants are asked to try again in a few days, so review regularly.
• To stop spam, the same connection can only send a few applications an hour.
• Accepting someone needs room on your plan for them to join. If your guild is at its member limit, Accept and invite tells you so and the application stays pending until you upgrade or make room. See Plans and billing.

Writing a good application form

The best forms are short, specific and honest about what you expect.

• Ask about fit, not trivia. "When are you usually online?" tells you more than "What's your favorite class?". Playtime and timezone overlap is the number one reason recruits stick around or drift away.
• Keep it to five or six questions. Every extra question loses applicants. You can learn the rest in a chat or a trial run.
• Use Choice questions for anything you'll filter on, like region, role or experience level. They're quicker to answer and quicker to scan.
• Make only the essentials required. An optional "Anything else we should know?" long answer often gets the most useful replies.
• Say what happens next in the intro, for example: "An officer will message you on Discord within two days for a quick voice chat." Applicants who know the process don't chase you.

Tips and tricks

• Make a public forum category called "Recruitment" or "About us" and link it from your join page. Applicants can read real guild discussion before they apply. See Forums.
• Turn Taking applications off when you're full rather than removing the block. The form tells visitors you aren't recruiting right now, and you can reopen with one switch.
• Send Discord alerts to an officers-only channel so applications get a quick reply. Speed matters: the guild that answers first usually gets the recruit.
• Use Officer notes for trial feedback, so whoever accepts or declines has the full picture.
• Add a Muster board block next to the form to show which roles you're recruiting for right now.