Reviewing Applications

All submitted applications appear under Advocate Applications in the main navigation. From there you can review each submission and decide whether to approve or reject it.

Searching and Filtering

• Use the search bar to find applications by applicant name
• Filter the list by status: Pending, Approved, Rejected, or All

Viewing Application Details

1. Click on an application to open its detail page
2. Review the applicant’s name, email, phone number, address, avatar, uploaded media, and responses to your custom questions

Duplicate Advocate Detection

When you view a pending application, Stoked automatically checks whether an advocate with the same email address or phone number already exists in your community. If a match is found, a warning banner appears on the application detail page and in the inbox entry:

• Yellow warning — the matching advocate is in a pending (not yet active) state. Approving will update their existing profile with the application data.
• Red warning — the matching advocate is already active. Approving will overwrite their current profile information.

The warning includes a side-by-side comparison showing the current advocate’s name, email, phone, and location alongside the incoming application data, with differences highlighted. A link to the existing advocate’s profile lets you review their full record before deciding.

Approving and Rejecting Applications

From the application detail page:

• Click Approve to create an advocate record using the application information (name, contact details, address, avatar, media, and testimonial if enabled). If a matching advocate already exists (see above), their record is updated instead of creating a duplicate. If you’ve enabled the Application Approved email, the applicant is notified automatically.
• Click Reject to decline the application. You’ll be prompted to pick a Rejection Reason and optionally leave a private note before confirming.
• Rejected applications remain in the system and can be viewed by filtering for Rejected status.
• You can reset a rejected or approved application back to Pending if you need to reconsider it.

Rejection Reasons

Every rejection requires a reason so you can see, at a glance, why applications aren’t making it through. Every community starts with a system “Unknown” reason, and you can add your own — for example, “Not in Service Area”, “Insufficient Experience”, or “Duplicate Application”.

To manage the list:

1. Go to Settings > Close Reasons > Applications
2. Click Add Rejection Reason, enter a name and description, and save
3. Reorder, edit, or delete reasons at any time — deleted reasons are reassigned to “Unknown”

See Close Reasons for the full reference.

Inbox Integration

New applications automatically create an entry in your Inbox. You can approve or reject applications directly from the inbox without navigating to the applications list. When an application is approved or rejected, its inbox entry is archived automatically.