Orbit documentation

Public submissions

When someone applies for a job or registers for an event on the public portal, Orbit creates a public submission. Staff review it, then convert it into real records or reject it.

Needs: public-submissions.read to view, public-submissions.write to convert or reject.

Lifecycle

Guest submits ─► pending ─(guest clicks email link)─► confirmed ─► converted
                    │                                     └──────► rejected
                    └─(link expires, 72 h by default)─► deleted automatically
  1. Pending: the guest has submitted but not yet confirmed their email address. Orbit emails a confirmation link.
  2. Confirmed: the guest opened the link. The submission is ready for review.
  3. Converted: staff turned it into an applicant and job application, or an event participant (and optionally a client).
  4. Rejected: staff declined it. This can't be undone.

Pending submissions whose confirmation link has expired are removed, with any uploaded file, by the background worker (hourly by default).

Finding submissions

  • Job applications: on the posting's Applicants tab, under Awaiting confirmation (pending), Needs review (confirmed) and Rejected. Across all postings: Postings list → Any applicant activity → Needs review.
  • Event registrations: on the event's Registration requests card.
  • /public-submissions redirects to postings that need review.

Review a submission

Submission review

  • Guest details: name, email, phone, consent to contact, and Matched existing person. Yes means the email matches someone already in Orbit; conversion links to that person instead of creating a duplicate.
  • Submitted answers: cover letter, availability, work eligibility, message, consent text, and answers to the event's registration form.
  • Attachment: the resume. It stays quarantined until conversion; Download to view it.
  • Timeline: submitted, email confirmed, converted or rejected, with who and when.

While a submission is still pending you'll see Waiting for the guest to confirm their email address, and Convert is disabled.

Convert

  1. Select Convert (available once the submission is confirmed).
  2. Read what will happen:
    • Job application: Creates an applicant and a job application, and attaches the uploaded file.
    • Event registration: Registers the guest for the event (or the waitlist if full).
  3. Leave Also create a client record for this person ticked to add them as a client too, or untick it.
  4. Select Convert.

Convert dialog

The Converted records card then links to the new client and job application (or event participant).

Converted submission

Converting twice is safe: the second attempt reports Already converted.

Reject

  1. Select Reject.
  2. Optionally enter a Reason.
  3. Select Reject. The guest's confirmation link stops working.

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