How do group applications work?

A group application is a group of applications created by one "group representative". How does it work exactly?

A group application is a group of applications that is created by one "group representative". The group representative becomes the point of contact for all communication and notifications regarding the applications and their status. In this way, we keep the contact between the organization and the group central and the rest of the group doesn't have to do anything.

If the functionality is enabled, any organization admin or -moderator can make an application on behalf of people who are members of that same organization. Please note: it is therefore not possible to add members of sub-groups or teams. You can only add members of your own organization(s). Someone who is an administrator at multiple organizations can choose on behalf of which organization he/she is applying.

Go directly to:

• How do I make a group application?
• How do I manage a group application?
• What should I do if a group applies for my activity / opportunity?
• What happens if someone is no longer a member of my organization?

How do I make a group application?

1. Use the 'Group application' button on the activity page to start the process. A pop-up will appear.
2. Select (if you are an administrator of multiple organisations) the organisation on whose behalf you want to apply. You can only select members of that organisation.
3. Select which members you want to register on whose behalf by typing their name. You can also choose to add all members first (via the link below the text field) and then deselect the members you do not want to register one by one.
   1. If a person has already registered, you can no longer select this person.
   2. Group applications are never placed on a waiting list. If there is not enough capacity for the entire group, the error message "There is not enough capacity for your group" will appear. In this case, contact the organisation directly to discuss the options.
4. Click on 'Proceed to the application form'.
   1. Fill in the question or the questionnaire. The answers you give apply to each person you're applying for.
5. Click on 'Proceed to confirmation'.
   1. Please read all points carefully so that you understand the consequences.
6. Click on 'Create group application'.

And that's it, now it is up to the organisation to get in touch with you.

How do I manage a group application?

As a group representative, you cannot really manage the applications, you can only create them. If you make a group application on behalf of 10 people, 10 applications will be created. The contact person of the organization will also receive 10 notifications about this. This person can see that it is a group application by an group icon with the initials of the group representative next to it.

All communication about an application is forwarded to the group representative. In this way, as a group representative you can manage the contact with the organization, but changing the status of an application can only be done by the organization or the person involved. If a status is changed, the group representative will receive a message about this. If the entire group is accepted, the representative in the example will also receive 10 confirmation e-mails.

Please note: as a group representative it is your responsibility to communicate with the members you have applied for, and you must also ensure that everyone is in the right place at the right time.

What should I do if a group applies for my activity / opportunity?

A group application is a group of applications that has been created by one "group representative". The group nature of the application is communicated with a simple group icon with the initials of the representative behind it.

• If we continue to follow the above example, 1 group application results in 10 separate applications. You will then also receive 10 notifications about this.
• You then manage an application as usual, and can change the status of each application separately. Please note: it is important for the overview and administration of the group representative that you actually update the status of each application.
• When you send a message to one of the members of the group, it will be received by the group representative. When a conversation is started between an organizer and a group representative, the following message is automatically added to the beginning of the conversation: "This conversation concerns a group request on behalf of "person" by "group representative"."
  
  

What happens if someone is no longer a member of my organization?

With every change in membership (including deleting a user), we check whether the associated logins are still consistent, i.e. whether the group representative still has the right to be a representative for that specific person. If this is no longer the case, the group representative is removed as a representative