> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/applications-overview/process-application.md). # How to Process a Membership Application ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, **Manager**, **Support**, or **Account Rep**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Application Status**: The application must have been submitted. ### Instructions 1. Navigate to [**ENGAGE > Survey & Forms > View Applicants**](https://control.peoplevine.com/survey/group/0/responses). 2. Use the quick-filter tabs to find applications: **ALL**, **IN PROCESS**, **NEW**, **PENDING APPROVAL**, **APPROVED**, **IN REVIEW**, **INTERVIEWING**, **WAITING**, **FLAGGED**, **REJECTED**. 3. Click the **View** button next to the application to open the full application. 4. Review the applicant's submitted information (name, email, form responses) in the lower section of the page. 5. Check the **STATUS & SETTINGS** sidebar on the right for the date answered, date first viewed, and response ID. From this page you can also **Save as PDF** to download a copy of the response, or **Print** it directly. #### To Approve 6. Select the membership program from the **Enrolling In** dropdown. 7. (Optional) Assign an **Account Owner** and set an **Affiliate** if applicable. 8. Change the **Status** dropdown to **Approved**. The approval configuration section appears: * **Auto Setup**: Check to automatically set up membership and billing. * **Billing Frequency**: Select the billing cycle. * **Recurring Charge** and **Initiation Fee**: Confirm or adjust the amounts. * **Upon Approving Application**: Select how to handle charges (e.g., separate charges, single charge, paid by invoice, paid by wire, or charge initiation fee now with dues at a future date). * **Membership ID**: Leave blank to auto-generate, or enter a custom ID. 9. Add any notes in the **Notes** field. 10. Click **APPROVE APPLICATION**. #### To Reject 6. Change the **Status** dropdown to **Rejected**. 7. Add the rejection reason in the **Notes** field. 8. Click **UPDATE APPLICATION**. #### To Request More Information 6. Change the **Status** dropdown to **Waiting** (or **Flag** if the application needs attention from another reviewer). 7. Click **UPDATE APPLICATION**. 8. Contact the applicant via the **E-MAIL** or **TEXT** buttons on the applicant's contact card, or directly. #### To Take Initiation Payment Separately If you need to collect the initiation fee before approving: 6. Click **TAKE INITIATION PAYMENT** in the top-right corner. This opens the **Charge For Transaction** page. 7. Enter the **Amount**, adjust **Discount** and **Tax %** if needed. 8. Select the **Payment Type** and enter payment details, or select an existing payment method from **Use an Account on File**. 9. Click **PROCESS CHARGE**. 10. Return to the application and continue with approval. #### Adding Staff Notes To add a permanent, timestamped note visible only to staff: 1. Scroll to the **NOTES** section below the applicant details. 2. Enter your note in the **Add Notes for Reference** field. 3. Click **ADD NOTE**. > **Note**: Notes cannot be deleted once saved. Each note is stamped with the author's email and timestamp. > **Note**: For couples applications, the spouse's data is collected in a separate form page. See: [How to Create a Partner/Spouse Profile During Application](/products/control-panel-overview/applications-overview/create-partner-profile-application.md). ### If Payment Fails During Enrollment If the payment method on file fails when processing the initiation fee or first dues payment at approval: * The member card status is set to **Suspended** (auto-set by the system). This prevents the member from accessing benefits while the payment is unresolved, ensuring they cannot bypass initiation fees. * If the invoice generation setting is enabled, the system also generates an invoice for the failed amount. * The billing engine does **not** automatically retry Suspended cards. Staff must resolve the payment manually. * To resolve: have the applicant complete a payment authorization form to add a new payment method on file, then process a new membership subscription through the subscription record on the member's CRM profile. Once payment succeeds, change the card status to **Active**. > **Note**: This differs from recurring billing failures on already-active members, where the card status is set to **Failed** and the system automatically retries on Day 3 and Day 7. See [Status Codes Reference](/status-codes-reference.md) for complete billing rules. ### What Happens Next * **On the member side**: Approved applicants receive an approval notification email (if configured). After payment is processed, the membership activates automatically: * The person's CRM profile is updated to reflect member status. * **Welcome email/SMS** is sent (if a triggered notification is configured for membership activation). * The member is pushed to connected integrations (if configured). * **Next step**: [How to Enroll a Member](/products/control-panel-overview/membership-management-hub/enroll-member.md) (for direct enrollment without an application) or [How to Review Applications](/products/control-panel-overview/applications-overview/review-applications.md) (for detailed reading workflow). *** *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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