Forms & Applications

Use Forms & Applications for staff applications, partnerships, feedback, and community signups that need structured questions and a private decision path.

Create a form

1. Open Forms & Applications and start with a template or choose a custom form.
2. Add one to ten short-text, long-text, single-choice, or multiple-choice questions.
3. Reorder questions with the up and down controls. Collapse finished questions to keep a longer form easy to scan.
4. Save the definition before configuring delivery and review.

Forms with five or fewer questions open in one Discord modal. Forms with six to ten questions use a private Continue step for page two. Guardy deletes an unfinished page-one draft when the member cancels, and abandoned drafts expire automatically.

Configure delivery and access

The setup is split into Discord delivery, Intake rules, Access and outcomes, and Applicant disclosure.

• Choose an existing panel channel or create one without leaving the form.
• Select at least one reviewer role, then choose an existing private review-notification channel or create a private one for those reviewers.
• Set optional required or blocked applicant roles, reapplication timing, and intake opening or closing times.
• Add optional role changes that Guardy should attempt after approval.
• Explain the form's purpose, who reviews it, and how long answers are retained.

Choose Save & check setup before publishing. Guardy checks channel access, reviewer configuration, and role hierarchy instead of assuming Discord can complete the setup.

Publish and test the member path

Publish the panel, then use a normal test member to complete the form in Discord. Confirm the member sees the purpose, reviewer audience, and retention disclosure before sending answers. Closing intake stops new submissions without removing the existing staff queue.

Each member can have one pending submission per form. Your reapplication rule controls what happens after approval or decline. A pending member can withdraw their submission.

Review submissions

Authorized reviewer roles can open the form-specific dashboard queue without receiving general server-management access. Reviewers can filter the queue, claim an unclaimed submission, inspect applicant history, add immutable internal notes, and approve or decline.

A claim cannot replace another reviewer. An owner or member with Manage Server has a separate confirmed takeover action. CSV and individual export remain limited to the owner or Manage Server, and CSV export follows the active queue filters.

Discord review notifications contain metadata and a dashboard link, not the applicant's answers. Decision delivery and optional approval role changes keep visible success or failure states; a failed role change does not erase the recorded decision.

Privacy and retention

Form answers may contain personal information. Pending submissions expire with answer deletion after 30 days. Approved or declined answer content is deleted 90 days after the decision. A data-rights erasure can remove form content earlier.

Tell applicants what your server collects and why. Read Guardy's privacy controls, the canonical Privacy Policy, and the Terms before collecting sensitive information.