How to Create a Discord Staff Application Form? Step-by-Step

Two channels, bot permissions and role order

• Two separate channels. One channel where the "Apply" message stays and applicants can see it; another review channel that only staff can see. The panel will warn you if you select a review channel that everyone can see.
• Bot permissions. The bot must have permission to view the channel, send messages, and embed links in both channels. If it cannot write to the review channel, the member will receive an "Application cannot be taken at this time" response; if the "Apply" message cannot be sent, the panel will notify you.
• Role hierarchy if assigning a role upon acceptance. The bot's highest role must be above the role it is intended to assign, and the bot must have the Manage Roles permission. If the role is above the bot, the panel will not save the form. The Discord role and permission system article explains role hierarchy in detail.
• Application Forms module must be enabled. The module is managed via the toggle in the Overview section of the panel and is enabled by default. When disabled, members cannot apply, but pending applications can still be decided upon.

This topic in VeyroBot:Discord Application Form →

Step 1: Form settings

Step 2: Add questions

You can add up to 15 questions using Add Question. Each question text is limited to 45 characters; write details in the 100-character description field. You can mark each question as Required.

• Short answer — max 200 characters. For info like age, in-game name, time zone, etc.
• Long answer — max 1000 characters. For experience and "why you" questions.
• Multiple choice (dropdown) — between 2 and 25 options, one per line. For questions where answers need to be comparable.

Discord displays a maximum of 5 fields in one window. Therefore, every 5 questions form a page: when a member submits a page, they click the green Continue button to move to the next. The application must be completed within 30 minutes; if the form is edited or the bot restarts during this time, the member starts over.

Sample question set for staff applications

Five questions fit on a single page; the member finishes their application in one window without ever clicking the Continue button. A sample set:

1. How old are you? — Short answer, required.
2. Which position are you applying for? — Multiple choice: Moderator, Event Coordinator, Support.
3. How many hours are you active per day? — Multiple choice: Less than 1 hour, 1–3 hours, more than 3 hours.
4. Have you been staff before? — Long answer, not required.
5. What do you do when you see a rule violation? — Long answer, required.

If more questions are needed, put the most important ones for decision-making on the first page; if the member does not submit the second page within 30 minutes, the answers on the first page will not be saved.

Step 3: Send the "Apply" message to the channel

The saved form appears as a card in the list. On the card, select the channel from the "Apply" message channel list and click Send to Channel.

• If you send it to the same channel again, the existing message is updated in place; a second message is not created.
• If you send it to a different channel, the message in the old channel is deleted.
• If you delete the form, the "Apply" message in the channel is also deleted; past applications remain in the list.

Step 4: Evaluate applications

The message in the review channel shows the applicant, all answers, and the status. Accept works with a single click. Reject opens a window; writing a reason is optional, and if you do, it is sent to the member via DM.

• Once a decision is made, the buttons disappear and the message indicates who made the decision.
• If the answers are too long to fit in the message, they are truncated and the full text is attached to the message as a file.
• If the role cannot be assigned or the result cannot be sent because the member's DMs are closed, only the person who made the decision sees this; in the panel, it will say "Result could not be sent to member via DM" next to the application.

Choosing the cooldown period

7 days is a good starting point for staff recruitment: the rejected person can fix their shortcomings and try again, but cannot apply every day. If you are recruiting at specific intervals, choose 30 days; if you are making a one-time selection, choose Never. Regardless of the duration chosen, a member can only have one pending application for the same form at a time.

Mistakes with the review channel, acceptance role and deleting forms

• Leaving the review channel public. Age, experience, and personal answers become visible to everyone. Choose a channel that only staff can see.
• Selecting the staff role itself as the acceptance role. Anyone who clicks Accept will grant all permissions of that role with one click. First, give a trial role with limited permissions, then manually promote them to full authority.
• Keeping the review role too broad. Anyone with this role can accept applications and distribute roles.
• Deleting the form while there are pending applications. These applications can still be decided upon, but the review role and acceptance role disappear with the form: only those with Manage Server permission can decide, and no role will be given upon acceptance. Instead of deleting the form, uncheck "Accepting applications".

What if an application needs a conversation?

Suitable for: Servers that want to collect and compare staff, event coordinator, content team, or partnership applications with the same questions; those who want applications to remain recorded in a channel and have the result automatically notified to the member.

Not suitable for: Processes that require back-and-forth correspondence with the applicant. The form is one-way; the member cannot change their answer after submitting, and the staff cannot ask follow-up questions. If an interview is required, have them open a ticket after acceptance; the setup is in the Discord ticket system setup guide.

Frequently asked questions

How many forms can a server have?

A maximum of 25.

Can a member edit their application after submitting?

No. They cannot re-apply to the same form while they have a pending application; if they submitted incorrectly, a staff member must reject the application and the cooldown period must allow for it.

What happens if an accepted member leaves the server in the meantime?

The decision is recorded and an attempt is made to send a DM, but the role cannot be assigned; the person who made the decision sees this with a warning.

A general overview of the feature is on the Discord application form page, and a short summary is in the documentation.

Last update: September 17, 2026. The limits and behaviors in this article have been verified against the application form engine in the current version of VeyroBot and the Application Forms tab of the panel.