How to set up server applications

Prepare access and logging

1. 01

   Check the bot's permissions

   Stoatmod needs Manage Roles, Manage Permissions, Assign Roles, Timeout Members and Kick Members, plus permission to send messages and embeds in your log channel.

2. 02

   Position the bot role

   Move Stoatmod above the members and automatic roles it will manage. The application setup creates a Verified member role to grant approved members access.

3. 03

   Choose a private log channel

   Submitted applications and review outcomes are logged here.

   ~log CHANNEL_ID
4. 04

   Open Applications

   Sign in to the server dashboard, open Applications and select Form & setup.

   ~dashboard

Choose what applicants can see

Turn on Require an application. Under Before approval, choose any rules or information channels that applicants should be able to read. Use the category checkboxes to select groups or choose channels individually. Leave everything unselected to hide all server channels until approval.

Important: Visible channels are read-only for applicants. Answers are sent in DMs, and the verification timeout prevents chatting while they wait for review.

Build and preview your form

1. 01

   Introduce your community

   Use the introduction to explain who the server is for and what applicants should expect.

2. 02

   Add your questions

   For example, ask why they want to join with a text question, offer interests as a multiple-choice question, and finish with a rules agreement. Mark questions required or optional.

3. 03

   Customise the embeds

   Choose question emojis and colours, set the form's default colour and footer, and personalise the submission confirmation. Duplicate or reorder questions as needed.

4. 04

   Read the DM preview

   Preview the privacy agreement, each question and the submitted message. Use a sample reply to check how the conversation reads; the preview does not send a real application.

5. 05

   Save and confirm access setup

   Select Save application settings. Wait for channel access to be configured and resolve any Setup needs attention message before testing.

Connect existing join verification

Applications follow the server's Join protection and CAPTCHA every member settings. Join protection challenges accounts younger than 14 days; CAPTCHA every member also covers older accounts. The first DM contains a privacy notice requiring an I agree reply. When a check is required, a later DM contains a browser verification link; Stoatmod does not scan IP addresses. The member completes the CAPTCHA checks before receiving the questions.

Important: Passing verification starts the questionnaire. An admin must still approve the submitted application before the member receives access.

Review and decide

1. 01

   Enable your notifications

   In Review applications, turn on DM me when someone applies if you want a personal notification. Submitted applications also appear in the logs channel.

2. 02

   Read the completed application

   Select an applicant awaiting review. Check their answers, verification result and displayed deadline.

3. 03

   Approve a suitable member

   Choose Approve & grant access in the dashboard, or run the command with a reason in that applicant's server using their exact user ID.

   ~approve USER_ID REASON
4. 04

   Explain a denial

   Enter a reason and choose Deny & kick, or use the server command. Stoatmod removes the member and sends the reason by DM when possible.

   ~deny USER_ID REASON

Important: Members have seven days to complete verification and the form. Submission starts a 14-day review and retention period. At the deadline, an undecided application is automatically denied and all application records are deleted. Accepted and manually denied applications are also deleted on that date. Unfinished applications are deleted after the seven-day completion window.

Test the full member journey

• Join with a controlled ordinary-member account. Bots and exempt moderators do not follow the normal applicant flow.
• Confirm that only your selected channels are visible and that the account cannot chat.
• Read and accept the privacy agreement, complete any required browser checks, then answer each question in the DM. Use ~application in the DM to resume if needed.
• Submit and check that the application appears in the review inbox and logs.
• Approve it, wait for Decision applied, and confirm that the member has the access role and configured automatic roles, can see the expected channels, and has no application timeout.
• If access setup fails, fix permissions and use Save & repair access. If a saved decision fails to apply, correct the reported problem and select Retry action.