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Whitelist applications on Discord
A whitelist keeps the wrong people out and makes it a little harder for the right ones to get in. The easier the application is to fill in and to handle, the more good applicants you get. Here is a setup that works for FiveM, Minecraft and other closed servers.
Why a ticket and not a channel?
In a shared channel everyone can read each other's applications and copy the good answers. Nobody knows who has answered what, and a rejection is given in front of everyone. In a ticket each applicant has their own private channel, staff can ask follow-up questions, and the answer stays between you.
Four questions are enough
Long forms give short answers. Only ask what you actually use to decide:
- The name in the game, so you can find the person afterwards.
- Age, if the server has an age limit.
- Why do you want to play here? This is the answer that separates the applicants.
- Have you read the rules? Yes or No. Then nobody can say afterwards that they did not know them.
In Ticket System you write the questions under Categories Premium, and the applicant answers in a small window before the ticket is opened. The template for Minecraft servers has a ready-made Whitelist category with four questions. New servers get Premium free for 14 days with no card.
Approve and Reject with one click
What takes time is not reading the application. It is everything afterwards: writing the answer, giving the role, closing the channel and remembering what you decided. Let the bot do it.
- Switch applications on for the categoryUnder Categories you choose Whitelist and switch on "Application: Approve and Reject".
- Choose the role given on approvalE.g. "Whitelisted". The bot's own role must be above it under Server Settings → Roles, otherwise the bot cannot give it.
- Staff press Approve or RejectOn Approve the applicant gets the role and a private message, and the ticket closes. On Reject staff write a short reason, which the applicant receives.
Let only the right people see the applications
Applications contain age and other things that should not be read by the whole team. Give the Whitelist category its own staff role, e.g. "Whitelist team". Then only they can see and handle the applications.
Keep track of repeat applicants
The same person often applies again the day after a rejection. Two things help: a waiting period before applying again, and a history, so staff can see what was said last time.
In Ticket System a category can have a cooldown Premium. The user card shows the applicant's earlier tickets, and under Tickets on the dashboard each application says Approved or Rejected.
Do you already use a form?
If you have a form outside Discord, e.g. Google Forms, you do not need to move it. A category can be a link instead of a ticket. Then the Whitelist button sits in the same panel as Support, but opens your form.