The Join Requests feature allowing users to express their interest in joining an idea, startup, etc.  once it will be further enriched, developed or implemented.

This feature enables decision-makers and idea authors to efficiently build teams, select the most suitable contributors, and foster collaboration. 


Since different teams and organizations have unique collaboration needs, the Join Requests feature is highly configurable. Whether requests are automatically approved or require author approval, you can tailor the feature to align with your specific workflows and objectives.


 

Below is a detailed guide on how to configure the Join Requests feature:

1. Submitting a Join Requests.

2. How to Configure the Join Request Submission Form.

3. Modifying the Default Due Date.

4. Handling the Join Requests / Adding More States to the Join Requests Workflow.

5. Who needs to approve the join request.

6. Setting Up Notifications and Reminders

7. Customizing the Display of Join Requests.

8. Assigning points to member who requested to join the idea.



1. Submitting a Join Requests

To request to join a team, the user clicks the "Join the Team" button on the idea page.
The name of the button can be easily changed from the features settings section (Navigate to Settings > Features > Join Requests--> General).

 


2. How to Configure the Join Requests Submission Form

Once the user clicks the Join button, a form will appear, prompting the user to provide details about their request.
You can customize the questions included in this form. Examples of common fields include:

  • Reason for joining – A required text field where the user explains their motivation.
  • Investment Level – A selection field where the user specifies how many hours they are willing to contribute.


To customize the fields users need to complete when submitting a request:

  1. Navigate to Settings > Features > Join Requests > Submission Form.
  2. Click "Add a New Field" to create additional questions for applicants.
    Multiple field types are supported:
    To learn more about the uniqueness of each field, please watch this tutorial.

This allows teams to collect relevant information based on their unique requirements.


3. Modifying the Default Due Date

The system automatically assigns a default due date of one week from the request submission date.

To change this setting:

  • Navigate to Subsystem Settings > Workflow > Features > Join Requests.
  • Adjust the default due date as needed.  


4. Handling the Join Requests / Adding More States to the Join Requests Workflow

Once a user submits a join request, the owner will receive a new task to review the request:



The owner can then decide whether to approve the request and allow the user to join the team or decline it based on the provided information based on the default workflow of the feature:




The workflow can be adjusted to fit your process, for example adding another approval gate.
To modify the workflow:

  1. Navigate to Settings > Features > Join Requests > Workflow.
  2. To add a new state, click "Add a State" and place it in the relevant position within the workflow.


3. Complete the relevant settings, including who is the state owner, what are the allowed transitions etc.

To learn more about the setting options of each state, please watch this tutorial.    


5. Who needs to approve the join request

 


 The approver is set to the author by default but can be changed to any other stakeholder:


If the subsystem admin wants requests to be approved automatically, both state settings must be identical.
This ensures no approval task is assigned to the author (or any other owner). (Subsystem Settings > Workflow > Features > Join Requests).


6. Setting Up Notifications and Reminders


Ensuring Join requests progress smoothly is essential. The Join Requests feature allows you to configure notifications for:

  • Owners, alerting them when action is required.
  • Stakeholders, keeping them informed about request status updates.
  • Escalations, if there are delays in processing requests.

Notifications can be triggered based on:

  • State changes (e.g., when a request moves from "Pending" to "Approved").
  • Task owner updates (e.g., when a new owner is assigned).
  • Reminders, sent:
    • X days without a response, or
    • Before/after X days from the due date.

To configure notifications:

  1. Navigate to the Workflow section of the feature.
  2. Click the Mail icon next to the relevant state (e.g., "Pending").
     
  3. Select "Add a New Email/Notification" and customize the email settings, including recipients (cc/bcc).

This ensures that relevant stakeholders remain informed and engaged throughout the process.

To learn more about How to configure workflow email notifications/reminders, watch this tutorial.



7. Customizing the Display of Join Requests


All join requests are listed under the Join Requests tab.

Here, users can view key details such as:

  • Title
  • Requester
  • Department
  • Current State

 

To customize the display (e.g., adding more columns), please contact your CSM.


8. Assigning points to member who requested to join the idea

This capability is not enabled by default but can be easily configured by the subsystem admin to encourage users to request to join ideas.


If needed, go to the subsystem setting > workflow > features > Join Requests and define the relevant number of points users will receive when their join request is pending, refused, or approved.