Member Guide Org Admin Guide Site Admin Guide

Onboarding Workflow

Control who can submit onboarding requests, who approves them, what documents are required, and what instructions new members see during the process.

The Onboarding page is found under WORKFLOWS → Onboarding in the admin sidebar. This is the gateway for every new member entering your organization through fellos. A well-configured onboarding workflow ensures the right people are involved at each step and that nothing falls through the cracks.

Admin Panel WORKFLOWS Onboarding Transitions Deactivations COMMUNICATION Feed Settings Discussion Groups Onboarding Configure how new members join your organization Who Can Submit Requests Club Administrators Org Administrators Local Administrators Who Can Approve Club Administrators Org Administrators Local Administrators Required Documents 1. Government-issued photo ID Required 2. Proof of residency Required 3. Sponsorship letter Optional + Add document Custom Instructions Welcome to the Riverside MC onboarding process. Please have your documents ready and allow 5-7 business days for review. Contact membership@riverside-mc.org with questions.
The Onboarding configuration page — set requestor and approver permissions, manage required documents, and write custom instructions for applicants.

Who Can Submit Requests

The requestors section determines which administrator roles are allowed to initiate an onboarding request on behalf of a prospective member. Check one or more of the following:

  • Club Administrators — Top-level site admins. Always recommended to keep enabled.
  • Org Administrators — Admins of a specific organization within your structure (e.g., a chapter).
  • Local Administrators — Lower-level admins who manage a single unit or location.

At least one requestor role must be enabled. If no roles are checked, only club-level admins can submit requests by default.

Who Can Approve

Approvers review submitted onboarding requests and either approve or reject them. The same three admin levels are available:

  • Club Administrators — Can approve any request across the entire organization.
  • Org Administrators — Can approve requests within their own organization only.
  • Local Administrators — Can approve requests within their own local unit only.
Tip

For most organizations, allowing Org Admins to both submit and approve works well. Reserve Club Admin approval for sensitive organizations or when you want centralized oversight of all new members.

Required Documents

Build a checklist of documents that applicants must upload as part of their onboarding request. Each document entry has:

  • Document name — A clear label (e.g., "Government-issued photo ID").
  • Required vs. Optional — Required documents block submission until uploaded. Optional documents are encouraged but not enforced.

Managing the Document List

  1. Click + Add document at the bottom of the list to add a new entry.
  2. Type the document name and choose Required or Optional.
  3. Drag entries to reorder them — the order shown here is the order applicants see.
  4. Click the trash icon on any row to remove a document requirement.
Good to know

Changing the required documents list does not affect onboarding requests that are already in progress. Only new requests will see the updated list.

Custom Instructions

The custom instructions text is displayed to applicants at the top of the onboarding form. Use it to:

  • Explain what to expect during the process
  • Provide an estimated timeline for review
  • Share contact information for questions
  • List any prerequisites not captured by document uploads

This field supports plain text only — no HTML or Markdown formatting. Keep it concise and welcoming.

How Onboarding Works End-to-End

Once configured, the onboarding flow proceeds as follows:

  1. An authorized requestor creates a new onboarding request and enters the applicant's basic information.
  2. The applicant receives an email invitation with a link to complete their profile and upload required documents.
  3. Once all required documents are submitted, the request moves to the approval queue.
  4. An authorized approver reviews the request and either approves or rejects it with an optional note.
  5. On approval, the new member's account is activated and they gain access to fellos based on their assigned member type.