Program application access and lifecycle

The program journey crosses three boundaries: public program discovery, account authentication, and organization-scoped application access.

Journey boundary

Stage	Authentication	Durable change
View current program	None	None
Select Apply for program name	Redirects to sign-in or registration	None
Choose organization	Confirmed account and organization selection	None
Enter the new-application workspace	Organization membership and manage_onboarding_application	Creates the Started application when none exists
Move between wizard sections	Same application access	Saves the current section and step
Select Save & exit	Same application access	Saves and returns to the Apply home
Select Submit application	Same application access	Stores Submitted and the submission time after full validation
Review team changes status	Internal review action	Makes Interview, Accepted, or Not accepted read-only

The public page never exposes application answers. Authentication alone is also insufficient: the user must belong to the application’s stored organization.

Record ownership

The application stores its organization, creator, program batch, and status. Customer application pages require manage_onboarding_application for that stored organization, then apply the record-level access check. Current organization members and admins receive the capability; guests do not. Being the creator or a system administrator does not replace the customer-route capability. System administrators use separate internal surfaces unless they also hold the required organization access.

Route parameters are not authority. If a user substitutes another organization slug or application ID, Apply resolves the stored record and refuses access.

Progress and completeness

Apply intentionally separates saving from completeness:

• moving between sections saves valid storable values even when required answers are missing;
• the step UI marks complete, partial, and current progress;
• the review page lists sections that still need an answer;
• final submission is the first whole-application completeness check.

This makes Started a durable draft state. It also means reaching Review your application does not by itself mean the application is ready to submit.

Submission and review

Successful submission records Submitted and creates a submission timeline entry. Apply emits the submission event for downstream processing. If an open award is configured for automatic nomination and the application is eligible, submission may also create an award nomination; that does not replace the separate award form when the award requires applicant answers. A new automatic nomination schedules its notification email for about 24 hours later and addresses every current membership of the application’s organization.

The customer-facing application remains editable while it is Submitted, and the UI states that updates are allowed until the displayed deadline. The review team controls the later Interview, Accepted, and Not accepted states. Those states redirect the editor to the read-only application record.

Collaborator lifecycle

Selecting Add collaborator creates an organization invitation:

1. The application lists the address as Invited or under Pending invitations.
2. The recipient confirms their account when required.
3. The recipient accepts the invitation.
4. The recipient appears as Accepted after joining the organization.
5. A Member or Admin organization role supplies Apply access; a guest role does not.

This grant is organization-wide. It is not revoked automatically when the program ends or the application becomes read-only.

The collaborator display does not filter out existing guest memberships. Accepted therefore confirms invitation acceptance, not the person’s effective Apply capability.

Recovery reference

Condition	Result	Recovery
No current program	Public empty state; new route returns to organization home	Wait for an announced application window
Organization missing	Cannot enter its Apply workspace	Accept the correct organization invitation
Existing current application	New route opens the existing editor	Continue the existing record
Invalid storable value	Section remains open with highlighted error	Correct the value and retry
Incomplete final submission	First incomplete section opens with a warning	Complete listed sections and submit again
Accepted or Not accepted	Editor redirects to the read-only record	Use View application
Interview	The current-application card has no view or edit action	While a program is active, open Previous applications and select View application; during a no-batch period, use an already authorized record URL or contact support
Unauthorized editor ID	Access is refused and the user returns to the selected organization Apply home	Use the application listed for the authorized organization
Unauthorized record-view ID	Access is refused and the user returns to the public Apply page	Re-enter through the authorized organization Apply home

Related pages

• Apply to an Allocator One program
• Apply access and application states
• Troubleshoot Apply