Campaign Applications

Campaign Applications let you open your campaign to new players through a structured application process. Players submit an application form, and you review and approve or reject each one.

Requirements Overview

Before players can apply, four requirements must be met. The Applications management page (Campaign → Applications) displays a live checklist showing which are complete and which still need attention:

Requirement

What it means

Campaign visibility

The campaign must be set to Public. Private campaigns cannot accept applications.

Setup complete

All discovery fields (intro, systems, genres, playstyles, timezone, etc.) must be filled in.

Applications open

You must explicitly toggle applications to Open.

Dashboard widget

(shown after opening) A “Join” button widget exists on the campaign dashboard so visitors can easily find and click it.

Step 1 — Complete the Campaign Setup Form

Go to Campaign → Applications → Setup to fill in your campaign’s listing information. This is what players will see when browsing for campaigns to join.

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Intro / Description

A free-text description of your campaign — what it’s about, the tone, what you’re looking for in players, etc.

Game Systems

Select one or more game systems your campaign uses (e.g. D&D 5e, Pathfinder 2e). You can search for a system by typing its name.

Genres

Choose the genres that best describe your campaign (e.g. Fantasy, Horror, Sci-Fi). Multiple selections are allowed.

Playstyle Tags

Check any playstyle tags that apply to your campaign to help players understand what kind of experience to expect.

Language

Select the primary language your campaign is played in. This helps players find campaigns in their own language.

Timezone

Choose the UTC offset that matches where your sessions are hosted. Players will use this to gauge if the schedule works for them.

Session Schedule

A short description of when sessions run, for example: Saturdays 8 PM – 11 PM UTC. Maximum 45 characters.

Player Count

A short note about how many players you’re looking for, for example: 3 to 6 players. Maximum 45 characters.

Prioritise Listing (Elemental tier only)

Elemental subscribers can check this box to have their campaign highlighted in the discovery listings. Only one campaign per account can be prioritised at a time.

Save the form when done. If all requirements are satisfied, you’ll see a confirmation that your campaign is ready to open.

Step 2 — Make the Campaign Public

Applications can only be accepted on public campaigns. If your campaign is currently set to private:

  1. Go to Campaign Settings → Visibility.

  2. Change the visibility to Public.

  3. Save.

The visibility requirement indicator on the Applications page will turn green once this is done.

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Step 3 — Open Applications

Once the setup form is complete and the campaign is public, go back to Campaign → Applications and click the Open / Close Applications button.

A dialog will appear with two options:

  • Open — players can now submit applications.

  • Closed — the apply button is hidden and no new applications are accepted.

The “Open” option is only available when all setup requirements have been met. Save your choice to apply it.

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Step 4 — Add a Dashboard Widget

To make it easy for visitors to apply directly from your campaign’s dashboard, add a Join widget:

  1. Go to Campaign → Applications → Dashboard Widget.

  2. Click Add Widget if one doesn’t exist yet.

This places a visible “Apply to join” button on the campaign’s main dashboard page.

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Reviewing Applications

Once applications are open, incoming submissions appear under Campaign → Applications. The page is divided into four filter tabs:

  • Pending (default) — new applications waiting for a decision.

  • Approved — applications you have accepted.

  • Rejected — applications you have declined.

  • All — every application regardless of status.

Each card shows the applicant’s avatar, username, a snippet of their character concept, and the date they applied.

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Viewing a Full Application

Click any card to open a dialog with the applicant’s complete submission, including all their preferences, availability, and any notes they provided.

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Approving an Application

  1. Open the application.

  2. Click Approve.

  3. A confirmation dialog will ask you to select a campaign role to assign to the new member (e.g. Player, Observer).

  4. Optionally add a feedback message.

  5. Confirm. The applicant is immediately added to the campaign as a member and receives an in-app notification.

Rejecting an Application

  1. Open the application.

  2. Click Reject.

  3. A confirmation dialog will appear. You can optionally provide a reason (max 191 characters) that will be included in the notification sent to the applicant.

  4. Confirm. The application is marked as Rejected and the applicant is notified.

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