Recruit and onboard a teammate

Recruitment has two separate steps: review the application, then prepare the accepted person’s arrival. Applicants should use the application guide.

Recruitment management is required to publish and review positions. Preparing an arrival also requires staff management; rank and panel-role choices require their corresponding permissions.

Publish a position

Open Recruitment, create a position, and work through its information, requirements, questions and settings. Enter a title, description and target rank. Add free-text, single-choice or multiple-choice questions with distinct, nonempty options. Set any application limit and closing date, review and publish.

The closing date uses your local timezone. The target rank describes the role; it is not assigned when someone submits a form.

Share the position’s application link, not your internal review URL. Closing a position stops new applications while preserving existing ones. Reopening keeps previous applications and their count. If the previous closing date has passed, the reopen-without-deadline action removes that deadline.

Review applications

Open an application, read its answers, assign a reviewer and maintain its follow-up notes. Stages such as received, interview and trial describe progress. Statuses such as pending, under review, accepted and rejected describe the broader decision state. Interview or trial stages move an undecided application into review.

Filter by stage, reviewer and status. Select two or three applications to compare answers. Recruitment’s trial stage does not itself create staff onboarding.

Make and communicate a decision

Accept or reject after reviewing the decision. Internal notes are not sent to the candidate. A candidate-facing message is entered separately and has its own destination.

Choose the application page to display the message after either acceptance or rejection. The candidate can read it by signing in with the same Discord account, even after the position closes; this destination does not send a DM containing that message. Choose Discord DM to send it privately without displaying it on the page. DMs depend on enabled notifications and the recipient’s privacy settings. If delivery is unavailable, use your agreed contact method.

Acceptance alone does not create the staff profile or assign Discord roles.

Prepare the arrival

1. Save outstanding application changes, then open the arrival action.
2. Verify the candidate’s identity and Discord ID.
3. Choose their panel access and rank within your permissions.
4. Set a mentor and trial end date if they do not already have an onboarding journey.
5. Add departments, functions and any permitted Discord roles.
6. Review the summary and confirm.

StaffNest creates or links the existing staff profile. Existing onboarding dates, mentor and progress are preserved. Existing roles and assignments are retained; this step does not automatically make a department manager. Trial approval remains a manual decision. Continue with training and onboarding.

Keep the records you need

Closing a position preserves its applications. Deleting an application removes that record; deleting the position removes it and its applications. Prefer a rejection or closure when you need a decision history.

If arrival saves but Discord role assignment fails, correct bot permissions or hierarchy and use the role retry action instead of creating another profile. Refresh after concurrent changes. For forgotten applications, use the action inbox or an automation.

Check your result after a position closes

Your application link still lets you view your own follow-up when the position has closed. Sign in with the same Discord account to see the decision and any message shared on the application page, while the application record is retained. Messages intended only for Discord DMs and internal review notes are not displayed. If a mentor leaves the server, their name remains in history, but an active mentor must be assigned before continuing validations that require their involvement.