Review applications

Every application lands in your staff channel as a card. Your team reads it and decides with one click: Accept, Decline or Interview, or votes on it if you turned on staff votes. You can do the same from the dashboard; both stay in sync.

What the staff card shows

When a member submits, Toscio posts in the staff channel:

• a line "@Staff New application" that mentions your staff roles;
• the applicant's name and avatar, and the title "Application — form name";
• when their Discord account was created and how long they've been on your server, useful to spot alt accounts;
• every question with its answer ("No answer" for skipped optional questions). Multiple choices are listed one per line, and files show as "📎 name (size)";
• the files themselves, attached to the card, so your staff can open them right in Discord;
• the application number at the bottom, for example #42, followed by "web form" when the application came from the web form;
• three buttons: Accept (green), Decline (red), Interview (grey), plus 👍 For and 👎 Against if staff votes are on.

Very long answers are shortened on the card to fit Discord's limits; the footer then says "Long answers shortened." The full text is in the dashboard.

About files: Toscio copies up to 10 MB of files per application onto the card. If the applicant sent more, the card says "⚠️ Files too large to copy to Discord (link valid for 24 h)" with the file names. Open those soon: their links only work for 24 hours.

Who can decide

• Members with the Manage Server permission;
• members with one of the form's staff roles (set with /toscio setup or in the form editor).

Anyone else who clicks a button gets "Only staff members can review applications."

Accept

Click Accept. Toscio:

1. gives the roles set for acceptance, and removes the roles set to be removed;
2. sends the applicant a DM: "✅ Your application on Server has been accepted!" followed by your acceptance message;
3. updates the card: it turns green, shows "✅ Accepted by @you" with the time, and the buttons disappear.

If the role can't be given, nothing else happens: the application stays pending and the card shows "Could not give the role: in Server Settings → Roles, move the bot's role above the role to give, then try again." Fix the role order and click Accept again.

For a ban appeal, accepting lifts the ban instead of giving roles. See Web form and ban appeals.

Decline

Click Decline. A window opens with Reason (sent to the applicant): optional, up to 1,000 characters. Keep it short and respectful.

Toscio then:

1. sends the applicant a DM: "Your application on Server was not accepted." with your decline message (if you wrote one in the form editor) and the reason;
2. updates the card in red with "❌ Declined by @you" and the reason.

The applicant can apply again once the cooldown is over (24 hours by default, from 0 to 720 hours in the form editor). Before that, they see: "Your last application was declined. You can apply again in …."

Interview

Click Interview to talk with the applicant before deciding. Toscio:

1. opens a private thread named "Interview — applicant" in the panel channel (the applicant can't see your staff channel, but they can see this one);
2. adds the applicant and you to the thread, with the message: "@applicant, @you would like to talk about your application. This thread is private.";
3. adds "💬 Interview opened: #thread" to the card. The Interview button becomes a link to the thread.

The application stays pending: once you've talked, come back to the card and click Accept or Decline. Other staff members can join the thread if their permissions on that channel let them see private threads.

If the thread can't be created, you'll see: "Could not open the interview thread: make sure the bot can create private threads in the panel channel." See Permissions.

Ban appeals have no Interview button: the applicant is no longer on your server.

Staff votes

With Premium, your team can decide together. In the form editor, section "Staff review", turn on "Decide by staff vote" and set "Votes needed", for example 3.

On each card:

• 👍 For and 👎 Against show the current count. The card also lists who voted, and "decided at 3 votes".
• Click a button to vote. Click the same button again to remove your vote; click the other one to change it.
• As soon as the For votes or the Against votes reach your number, the application is accepted or declined automatically, exactly as if someone had clicked Accept or Decline: roles, DM, card update. The card adds "🗳️ Decided by staff vote (3 votes)." A vote-based decline has no reason.
• Accept and Decline stay available, so a lead can still decide directly.

Only members who can decide (staff roles or Manage Server) can vote. Votes are also available in the dashboard, and both stay in sync.

The messages applicants receive

• The DM text ("has been accepted", "was not accepted", "Reason") follows the applicant's Discord language (English, French, Spanish, Portuguese, German, Turkish, Polish or Russian; English otherwise). Your own messages are sent as you wrote them.
• Each DM has a Stop these messages button. If the applicant used it, the card says: "The applicant turned off messages from the bot: let them know yourself."
• If the applicant blocks DMs, the card says: "The applicant blocks direct messages: let them know yourself."

In both cases the decision is still applied. For applications sent from the web form, the card says instead: "The applicant will see the answer on their application page."

Review from the dashboard

The "Applications" page of app.toscio.com lists every application ("Decide here or in Discord: both stay in sync."):

• Tabs "Pending" (with a counter), "Accepted", "Refused", "All".
• A search field, "Username or answer…": it finds applicants by name and also searches inside their answers. With several forms, there's also a form filter ("All forms").
• Click a row to open the application: full answers, image previews for files, account age, time on the server, and "View in Discord" to jump to the card.

To decide:

• "✓ Accept": same effect as the Accept button in Discord.
• "Refuse…": same as Decline in Discord. Type the optional "Reason for refusal (optional, sent to the applicant)", then "Confirm refusal".
• "Open the interview" appears when an interview thread exists. Interviews are opened from Discord.
• With staff votes on, a "Staff votes" block shows the count and the "👍 For" and "👎 Against" buttons. Voting the same again removes your vote.

After each decision, the next application opens automatically ("Then the next one opens"), so you can clear the queue without going back to the list. Keyboard: ↑ ↓ to move between applications, Esc to close.

The staff card in Discord is updated too. If someone decided in the meantime, you'll see "Already handled by someone else".

The "Home" page of the dashboard also shows "To review" with the latest pending applications, and stats over the "Last 30 days": "Acceptance rate", "Median response time".

Export to CSV

With Premium, click "Export" at the top of the "Applications" page and pick a format:

• Excel ("CSV with semicolons"): the format Excel expects with French and many other European regional settings;
• Google Sheets, Numbers ("Standard CSV"): with commas.

The file contains the applications you're looking at: the same status tab, form filter and search. Each row is one application, with its number, form, status, applicant name and Discord ID, sent and decided dates (UTC), who decided and the decline reason, then one column per question. Column headers and statuses are in your dashboard language at the time of the export (in English if your dashboard is in English). Choices and file names are written on one line.

For safety, an answer that starts with =, +, - or @ is prefixed with an apostrophe so the spreadsheet doesn't run it as a formula.

Rules applicants can't get around

• One pending application at a time per form: "Your application is already being reviewed. You will get the answer by direct message."
• No reapplying while accepted: "Your application has already been accepted." If the member loses the role later, they can apply again.
• Cooldown after a decline, as set in the form editor.
• Your conditions to apply: account age, time on the server, required and blocked roles. See Form editor.

These rules apply the same way on the web form.

How long applications are kept

Reviewed applications (accepted or declined) are deleted automatically after your server's retention period: 1 year by default, adjustable in "Settings". Pending applications are never deleted automatically. See Member data and privacy.