Apply access and application states
Reference the public and organization access boundaries, save semantics, application statuses, deadlines, and collaborator effects.
Apply mixes public discovery with organization-scoped records. A public route can show that a program or award is open; it does not grant access to an organization application.
Access matrix
| Surface | Route shape | Required access |
|---|---|---|
| Current program | / | Public |
| Public deadline reminder | /public/reminder | Public; signed-in visitors are sent to the authenticated reminder page |
| Signed-in deadline reminder | /reminder | Any authenticated account; no organization capability is required |
| Reminder confirmation | /public/reminder/:uuid | Possession of the private confirmation link |
| Organization Apply home | /orgs/:org_slug | Signed-in organization member with manage_onboarding_application |
| Previous applications | /orgs/:org_slug/previous | Same organization capability |
| New application | /orgs/:org_slug/new | Same organization capability; entering the route creates a Started record when none exists |
| Application record | /orgs/:org_slug/:id | Same organization capability, plus record-level access to the application’s stored organization |
| Application editor | /orgs/:org_slug/:id/edit | Same organization capability and record access; Interview, Accepted, and Not accepted are read-only |
| Award landing | /awards/:award_slug | Public |
| Award organization landing | /awards/:award_slug/orgs/:org_slug | Signed-in organization member with manage_award_submission |
| Award form entry | /awards/:award_slug/orgs/:org_slug/submission/:application_id | Same capability and access to the matching application; redirects to the first form step |
| Award form step | /awards/:award_slug/orgs/:org_slug/submission/:application_id/:step | Same capability and access to the matching application |
The ordinary organization-member and organization-admin roles both include the two Apply capabilities. Guests receive neither. System administrators use separate internal surfaces; their platform standing does not bypass the customer-route organization capability.
The authorization check resolves the application’s stored organization. Changing the organization slug or application ID in a URL cannot widen access.
Program window
Apply considers a batch current only after its application start and before its deadline. The public page and reminder form use that current batch.
The landing timeline shows:
- Applications open;
- Interviews begin when that date falls inside the application window;
- Deadline, time UTC;
- Latest applicants will hear back by date.
Outside an active window, Apply shows No open batch right now. The public reminder form also returns to the Apply home when there is no current batch.
Application states
| Display state | Meaning | Customer actions |
|---|---|---|
| Not started | No stored application exists for the organization and current batch | Start application, Add collaborator |
| Started | The application record exists but has not been submitted | Continue application, Add collaborator |
| Submitted | The application passed validation when it was last submitted and has a submission time | View application, Edit application, Add collaborator |
| Interview | The review team moved the application into interview handling | Add collaborator; no view or edit card action |
| Accepted | The review team accepted the application | View application, Add collaborator; read-only |
| Not accepted | The review team rejected the application | View application, Add collaborator; read-only |
Not started is a presentation state, not a stored application status. Creating the application changes the stored status to Started. The later review states are controlled by the Allocator One team, not by applicants.
Add collaborator is organization-wide and remains available in every displayed application state, including final read-only states.
A review-state change may also send email to current organization members. Treat the status shown in Apply as authoritative rather than using email delivery as proof of the transition.
Automatic application and award notifications
The public deadline-reminder signup controls its own one-month, one-week, and two-day subscription emails. It is separate from record-driven notifications:
- every current organization membership linked to a Started program application can receive reminders 10 and 2 days before the program deadline;
- every current membership linked to an automatically nominated or saved-but-unsubmitted Started award entry can receive reminders 10 and 2 days before award close;
- pending invitations are excluded, and submitted records are skipped by those unfinished-record reminder streams;
- an eligible automatic award nomination schedules its initial notification email for about 24 hours later.
Save and validation semantics
- Continue, Back, and all step-navigation controls persist the current answers, then move.
- Missing required answers do not prevent navigation. The progress UI and review warning identify incomplete sections.
- A value that cannot be stored, such as a malformed required URL, prevents the move and leaves the applicant on the section with highlighted errors.
- Save & exit persists the current section and returns to the organization Apply home.
- Submit application performs the first whole-application completeness check.
- A successful submission stores Submitted and a submission time. The current UI permits updates until the displayed program deadline.
- After editing Submitted, section navigation or Save & exit preserves that status without repeating whole-form validation. Return to Review your application and select Submit application again; this refreshes the submission time and repeats the submission timeline and downstream event effects.
Collaborator semantics
Add collaborator creates an organization-member invitation. It is broader than a share of one application.
The access display distinguishes:
- Accepted people who already belong to the organization;
- Invited addresses whose organization invitation is still pending.
The current user is omitted from the collaborator list. A pending recipient cannot edit the application until they confirm their account when required and accept the invitation.
Accepted proves that the organization invitation was accepted; it does not prove the person has Apply access. Existing guest memberships can appear in that list and receive automatic organization emails while still lacking the Apply capabilities. If access fails, verify that the person has the Member or Admin organization role.