ApplyHub Documentation

1.Signing in

RoleFlow uses Discord to sign you in. There is no separate RoleFlow password.

1. Click Login with Discord (in the top bar, or on any page that asks you to sign in).
2. Approve the Discord permissions. RoleFlow uses your username, avatar, email, and server list.
3. You return to RoleFlow signed in.

Signing out is in the account menu. It only signs you out on the device you're using.

Two-factor sign-in is set up in Settings → Security & Active Sessions. When it's on, new devices must be confirmed.

2.Browse and the Directory

Browse (the Directory) lists communities that have open positions.

1. Open Browse from the top bar.
2. Search by community name, role, studio, or tag. Press / to jump to search from anywhere on the page.
3. Filter with Group member required and Roblox account, and sort with the Sort menu.
4. Click a community to see its description, badges, and open positions.

If no communities match, the page says No communities match. Clear the filters to see everything.

3.Saved openings

Save an opening you're interested in, and it's kept in Saved openings on My applications, under Saved for later.

4.Submitting an application

1. Open a position from a community page. Read the description and the requirements.
2. Click Connect with Discord to Apply if you're not signed in. Your Discord account is shown as the Authenticated Discord Applicant.
3. Answer each question. Required questions are marked Required by community.
4. Tick I confirm and agree on the consent question, if the community asks for it.
5. Click Submit. The page confirms with Application Submitted!

Answers save as you type (Auto-Save Drafts), so a closed tab or a new device doesn't lose your work.

Some openings show a Time Remaining countdown. When the deadline passes, the form closes and shows Applications Closed.

If the form can't open, the page shows Unable to Open Form with the reason.

5.Question types you may see

Short Text: a single-line answer.

Paragraph: a longer, multi-line answer.

Select Dropdown: choose one of the listed options.

Checkbox: an agreement or confirmation.

URL Link: a web address, such as a Roblox profile or a GitHub page.

Portfolio / Showcase Link: a link to your work. Some portfolios can show a YouTube video inline.

File / Screenshot: a link to an image or file you host elsewhere.

Roblox username: your exact Roblox username, where the community asks for it.

6.Tracking your applications

1. Open My applications from the account menu.
2. Each application shows its position, community, and current status.
3. Your recent activity is listed under Your activity.

Statuses you may see: Pending, Under Review, Interview, Accepted, Rejected.

If a community sends a note with its decision, the note appears on the application.

After a rejection, the community may set a cooldown. The page shows when you can apply again.

7.Appealing a decision

If your account was restricted, the notice links to the Appeal a decision page. Explain why the decision should be reviewed in Your appeal, then click Submit appeal.

You'll get an email when the appeal is decided.

8.Reporting a community or position

Use the Report button on a community or position page to report it. Reports go to RoleFlow staff, who review them.

9.The community dashboard

Open the community dashboard from the account menu (it appears when you own or staff a community). Each community has six tabs.

Overview: open positions, applicant counts, and what needs attention.

Applications: review applications for every opening.

Openings & Form: create and edit openings and their question forms.

Team: add staff and set their permissions.

Settings: profile, portal look, access rules, blacklist, and data export.

10.Creating a community

1. Sign in, then open the community dashboard from the account menu.
2. Create a community and connect the Discord server you own.
3. Fill in the name, description, category, tags, banner, and icon.
4. Pick a vanity address, for example roleflow.site/c/yourstudio.

Free accounts can own a limited number of communities. The plan section in Settings shows your limits.

11.Openings and the form builder

Each opening is a position with its own application form. Work on them in the Openings & Form tab.

1. Click Create New Opening and enter a title and description.
2. Add questions with Add Question to Form. Choose a type (Short Text, Paragraph, Select Dropdown, Checkbox, URL Link, Portfolio / Showcase Link, or File / Screenshot), and mark it required if needed.
3. Start from a template (Roblox Dev, Discord Staff, or Event Host) to save time.
4. Import questions, or a whole opening, from CSV or JSON with Import Questions in Bulk or Import Entire Opening & Form.
5. Use Edit Application Opening to change an existing opening.

Applications can be turned off for the whole community from the Settings tab, or for one opening from its settings.

12.Reviewing applications

Open the Applications tab to see every application for your openings.

1. Open an application to read the answers and any notes from other staff.
2. Move it to the next status: Under Review, Interview, Accepted, or Rejected.
3. Write a decision note. Notes can go to the applicant with the decision.

Blind Voting: when it's on, individual votes stay hidden until the voting threshold (quorum) is reached. Staff can also give a star rating.

Saved replies: store standard messages, such as a rejection with feedback, and reuse them.

Auto-archive: decided applications can be moved to the archive after a number of days you set.

Export CSV: download applications from the header.

13.Team and permissions

Add staff in the Team tab (Appoint Team Member). Each person gets one permission level.

View only: can read applications and notes, but can't decide.

Full decision: can accept, reject, interview, and hold applications.

Position editor: can edit openings and their forms, and can also make decisions.

The owner can change team settings and the custom domain. Staff can't.

14.Settings sub-tabs

Settings is split into sub-tabs, in this order: Profile, Portal Look, Custom Domain, Access Rules, Blacklist, Data & Export, and Partnerships. Each sub-tab shows only its own options.

Profile, Portal Look, and Access Rules are saved together by the Save Community Settings button at the bottom of Access Rules. After you change a field on any of those three sub-tabs, go to Access Rules and click that button.

Custom Domain, Blacklist, and Data & Export have their own controls and do not use that button.

Partnerships shows your partnership application status. It has no form fields.

15.Settings → Profile

Community name, vanity URL (your public address is roleflow.site/c/ followed by the vanity URL), description, and tags. Enter tags separated by commas.

Server icon and banner: paste the image URL for each.

16.Settings → Portal Look

Theme preset: Obsidian Dark (default), Cyberpunk Neon, Emerald Forest, Royal Purple, or Crimson Glow.

Community page layout: Banner-led (default), Minimal (no banner), or Card-led (openings in a grid).

Accent color: pick a color, or type a hex value such as #8B5CF6.

Discord server widget: shows live member counts and voice channels on your public community page.

Customize Full Site: opens the site editor at /dashboard/<your-community-id>/site, where you set the header, navigation, footer, and search options for your custom domain. Accent color and layout are the same settings in both places.

17.Settings → Custom Domain

Connect your own domain, see the two DNS records to add, check verification, and remove the domain. Full steps are in the Custom domains section.

Customize your site: opens the site editor for your domain. See Customizing your site in the Custom domains section.

18.Settings → Access Rules

Require membership in the Discord server: applicants must already be in your server before they can submit.

Enforce Roblox account verification: applicants give their Roblox username for avatar and portfolio checks.

Staff blind voting mode: hides other reviewers' ratings until you submit your own. Set the number of approval votes a candidate needs to pass.

Official Roblox group membership and rank: checks that the applicant is in your Roblox group with at least a minimum rank. You can also set a minimum Roblox account age in days, a required badge ID, and an auto-accept rank. Paste an Open Cloud API key here; leave the field blank to keep the saved key.

Minimum Discord account age (up to 365 days): blocks freshly created accounts from applying.

Re-application cooldown (0 to 90 days): how long a rejected applicant must wait before applying again. Set 0 to turn it off.

19.Settings → Blacklist

Block a Discord user from applying to your community by entering their Discord ID. Add an optional reason tag so your staff know why.

Each blocked entry is listed with its reason. Entries are saved as soon as you add them.

20.Settings → Data & Export

Applications open: a switch that closes applications for the whole community.

Show applicant count: shows or hides how many people have applied on your community page.

Welcome message, website, and Discord invite for your community page. Website and invite must start with https://.

Roblox Open Cloud and gating settings.

This sub-tab has its own Save community settings button.

21.What custom domains do

A custom domain lets your community run from an address you own, such as apply.yourstudio.com, instead of roleflow.site/c/your-community. Applicants and staff use your address for everything RoleFlow does for your community.

Once connected, your domain serves your community's portal at its home page, the apply pages for your openings, and your community dashboard. Applicants can read your portal, apply, and track their applications from your domain.

A domain can belong to one community at a time. Connecting it does not change your community's RoleFlow address, which still works.

Custom domains are set up by the community owner from Settings → Profile & Branding. Team members can use the domain but cannot change it.

22.Before you start

You need a domain you own. Examples: apply.yourstudio.com (a subdomain) or yourstudio.com (a root domain).

You need access to the place where the domain's DNS is managed. This is usually your domain registrar or DNS host, such as Cloudflare, GoDaddy, Namecheap, Google Domains, Squarespace, or your hosting control panel.

You need to be the owner of the community on RoleFlow. Staff with decision permission cannot connect a domain.

RoleFlow's own domains cannot be used. That includes roleflow.site, www.roleflow.site, and any subdomain of roleflow.site.

Recommendation: use a subdomain such as apply.yourstudio.com. Subdomains are simpler to set up and leave your main website and email on the root domain untouched.

23.Step 1: Connect the domain

1. Open your community dashboard and go to the Settings tab.
2. Open the Custom Domain sub-tab. The Custom Domain panel is there.
3. Type the domain, without https:// and without a trailing slash, such as apply.yourstudio.com.
4. Click Connect domain.
5. RoleFlow saves the domain and shows the two DNS records you need to add. The domain is not live yet.

If you see "Enter a domain you own", the name is not valid, or it belongs to RoleFlow. Check for typos, spaces, and extra characters.

If you see "That domain is already connected to another community", another community is using it. Only that community's owner can remove it.

24.Step 2: Add the TXT record (proves ownership)

The TXT record proves that you control the domain. Nobody else can connect your domain without access to its DNS.

1. Open your DNS provider and go to the page for managing DNS records for your domain.
2. Click Add record and choose TXT.
3. Enter the Host exactly as shown in the panel. The panel shows the full name, for example _roleflow-verify.apply.yourstudio.com.
4. Enter the Value exactly as shown in the panel. It starts with roleflow-verify= and ends with a long random code.
5. Save the record. Leave the TTL on automatic or the default.

Some DNS providers only want the part before your domain. For apply.yourstudio.com, enter _roleflow-verify.apply as the host. Cloudflare and some others add the domain for you, so enter what they expect. If the record shows as _roleflow-verify.apply.yourstudio.com.yourstudio.com, the host was entered twice.

Do not add quotation marks around the value. Copy it exactly, including the = sign.

Keep this record in place after verification. Removing it later can cause verification to fail on a future check.

25.Step 3: Add the routing record (points your domain at RoleFlow)

The routing record tells the internet where to send visitors to your domain. The panel shows which type to use.

For a subdomain such as apply.yourstudio.com: add a CNAME record. The host is the part before your domain (here, apply). The value is cname.vercel-dns.com.

For a root domain such as yourstudio.com: add an A record. The host is @ (sometimes written as the root or blank). The value is 76.76.21.21.

If your domain already has an A or CNAME record for the same host, replace it. Two records for the same name will prevent the domain from working.

Cloudflare users: set the record's proxy status to DNS only (grey cloud). The orange proxy cloud stops RoleFlow from issuing the HTTPS certificate.

If you want both www and the bare domain to work, add the www record separately. RoleFlow connects the exact domain you entered.

26.Step 4: Check verification

1. Wait a few minutes after saving the records. Most changes appear within an hour.
2. Open the Custom Domain panel and click Check verification.
3. Read the message RoleFlow shows and follow its advice.
4. When the message says the domain is verified and live, open the domain in a browser.

The panel shows one of three states. Waiting for DNS verification means the TXT record is not visible yet. Ownership verified means the TXT record is correct, but the routing record is not pointing at RoleFlow yet. Live means both records are correct and the domain works.

"The TXT record isn't visible yet" usually means the record was entered incorrectly or has not spread yet. Check the host and value, then wait and try again. DNS can take up to 48 hours, although most changes finish much sooner.

The HTTPS certificate is issued after the routing record is correct. Right after you fix the routing, the browser may show a certificate warning for a few minutes. This clears on its own.

Click Recheck at any time, even after the domain is live, to confirm it still works.

27.Using your domain

Your home page (https://apply.yourstudio.com/) shows your community's portal, with your header, banner, description, announcement, and open positions. What the header and footer show is set in Customizing your site.

Apply pages for your openings work on your domain. Applicants fill in the same form they would on roleflow.site.

Your dashboard is at https://apply.yourstudio.com/dashboard/ followed by your community's ID. You can also open it from the dashboard link you already use.

Your community page works on the domain as well, under /c/ followed by your vanity address.

Any other RoleFlow page, such as Browse, Terms, Privacy, or another community, sends the visitor back to your community's home page. Visitors cannot browse other communities from your domain.

My applications is not available on a community domain. Applicants track their applications on roleflow.site.

28.Customizing your site

After your domain is connected, you can change how it looks, what it says, and what the header and footer show.

1. Open Settings, go to the Custom Domain sub-tab, and click Customize your site. You can also click Customize Full Site on the Portal Look sub-tab.
2. Change the options you want. The preview updates as you type.
3. Click Save changes. The bar below the form says All changes saved when everything is stored.

Look: accent color, the sign-in button label (up to 30 characters, shown to visitors who are not signed in), opening layout (Banner, Minimal, or Cards), header style (Accent bar and logo, or Plain), and whether to show the header, reviews, and the applicant count.

Copy: an announcement (up to 280 characters), a welcome message (up to 1,000 characters), and an about section (up to 1,000 characters).

Navigation: up to 5 header links. Each needs a label of up to 40 characters and an https:// address. Links show in the header on larger screens. Use the arrows to change their order.

Footer: show or hide the footer, add footer text (up to 160 characters), and add up to 6 footer links.

Search and sharing: a page title (up to 70 characters) and a page description (up to 200 characters) used by search engines and link previews. Leave them empty to use your community name and description.

Links and images: logo, banner, website, and Discord invite. Each must start with https://. Leave a field empty to remove it.

29.Signing in on your domain

Discord only sends sign-in back to roleflow.site, so RoleFlow handles sign-in in two steps. You won't need to do anything special.

1. On your domain, click Log in (or Connect with Discord to Apply on an apply page).
2. You're taken to roleflow.site, where you sign in with Discord as usual.
3. RoleFlow sends you back to your domain, to the page you were on, already signed in.

If you're already signed in to roleflow.site and approved RoleFlow on Discord, the sign-in often finishes without asking again.

Signing in on roleflow.site does not sign you in on your domain, and signing in on your domain does not sign you in on roleflow.site. Each domain keeps its own session.

Logging out on your domain signs you out there and takes you to roleflow.site. Log in again on your domain when you return.

Sign-in links are short-lived. If a link expires while you're on the page, go back and click Log in again.

30.Emails

Once your domain is verified, the Discord commands /portal and /apply give your domain's address.

The Review on RoleFlow button on staff alerts opens the application on roleflow.site, where your staff already sign in.

Email notifications link to roleflow.site, not to your domain.

Changes to the domain take effect within a few minutes. Discord messages that were already posted keep their original links.

31.Changing or removing your domain

To change your domain, enter the new domain in the Custom Domain panel and click Connect domain. The old domain stops working for your community, and the new one must be verified from the beginning.

Remove the old TXT and routing records from your DNS provider once the new domain is live. Leaving them in place does not break anything, but they are no longer needed.

To remove the domain entirely, click Remove domain in the panel. Visitors to the old address go back to roleflow.site, and the domain is released so another community can connect it.

Removing the domain does not delete your community, openings, or applications.

32.Troubleshooting custom domains

The TXT record isn't visible. Check the host and value match the panel exactly, with no extra spaces or quotation marks. Some providers add your domain automatically, so the host may need to be only the first part. Wait 10 to 15 minutes, then check again.

Verified, but the domain doesn't open. The routing record is missing or wrong. Confirm the type (CNAME for subdomains, A for root domains), the host, and the value. For Cloudflare, use DNS only, not proxied.

Certificate or "not secure" warning. The HTTPS certificate is still being issued. This takes a few minutes after the routing record is correct. If it continues for more than an hour, recheck the routing record.

The domain goes to roleflow.site. It is not verified yet, or the routing record is not in place. Finish the TXT and routing steps, then check verification.

Page not found on the domain. The page may be part of another community or a RoleFlow page that is not available on community domains. Go to your home page.

"Already connected to another community". Another community is using the domain. Only that community's owner can remove it.

Your domain has a www version. The domain you connected is the only one RoleFlow serves. Add a separate www record if you need it, and connect it as its own domain only if you want it to work the same way.

33.Security, privacy, and FAQ

Ownership: the TXT record is the only proof RoleFlow accepts. We check it for the token shown in your panel. Nobody can verify your domain without adding that record to its DNS.

Tokens are random for each connection. Changing the domain issues a new token.

RoleFlow does not ask for your DNS provider login or API keys.

A domain can only be connected to one community at a time, and RoleFlow never serves a domain that has not been verified.

Sign-in tokens used to move you from roleflow.site to your domain are short-lived and tied to that one domain.

Can I use a domain I bought from another company? Yes, any domain you control can be used, wherever it was registered.

Can I use a free domain? Yes, as long as you control its DNS records. Some free hosts do not allow the records RoleFlow needs.

Do applicants need an account on my domain? No. They sign in with Discord, which takes them to roleflow.site and back to your domain.

Will my existing applicants and openings move? Yes. Your community's data is the same. Only the address changes.

Can I have two domains for one community? One custom domain per community is supported. Your roleflow.site address keeps working alongside it.

How long does it take? Usually a few minutes after you save the records. DNS can take up to 48 hours in rare cases.

34.What a partnership is

A partnership is an official connection between your community and RoleFlow. Partner communities get the Partner badge, which appears on their community card and page.

Partner communities can be featured on the RoleFlow home page, where new applicants are likely to see them.

A partnership is granted by the RoleFlow founder after review. It is not something you can switch on yourself.

35.Applying for a partnership

1. Open your community dashboard and go to the Settings tab.
2. Open the Partnerships tab in Settings. The partnership card is at the top.
3. Write a message about your community, at least 80 characters. Describe what the community does, how active it is, and why it should be a partner.
4. Add your website if you have one. It must start with https://.
5. Click Apply for partnership.

Only the community owner can apply. Staff members can see the status but cannot submit a request.

You can have one request under review at a time. Once a request is decided, you can apply again.

A community that is already a partner will see that the partnership is active, and no new request is needed.

36.How applications are reviewed

The RoleFlow founder reviews every partnership application in the founder panel. Open the Admin console and choose the Partnerships tab. Only the founder can approve or reject.

The founder reads your message and website, and may add a note to the owner with the decision.

Your Partnership card shows the status: Under review, Approved, or Not approved, along with any note.

37.After a decision

Approved: your community receives the Partner badge straight away. The badge is shown on your community card and page, and your community can be featured on the home page.

Not approved: the note explains the decision where the founder left one. You can apply again later, once you've addressed the points raised.

Badges are managed by RoleFlow. If a partnership needs to be changed later, contact support@roleflow.site.

38.Account settings

Open Settings from the account menu. It's organized into sections.

Profile: your public profile details, and Sync from Discord to refresh your name and avatar.

Linked Accounts & Gaming Identities: your linked Roblox account.

Security & Active Sessions: two-factor sign-in and the devices signed in to your account.

Connected Apps & Integrations: services connected to your account.

Developer & API Access: your live secret API key, for building integrations. Keep it private.

AI Controls: turn on or off automated low-effort screening and automated applicant summaries.

10-Minute Support Mode: create a short code so RoleFlow support can help you while you're signed in.

Danger Zone: delete your account. Type DELETE to confirm. This is permanent.

39.Feedback

Use the Feedback page to report bugs or suggest ideas. Pick an Area, give a short Summary, and describe the details.

Your submissions show a Status so you can follow them.

40.Troubleshooting

Can't sign in: allow pop-ups and cookies for roleflow.site, then try again. If Discord shows an error, try again in a few minutes.

Application won't submit: check that every required question is answered and that the community's requirements are met. The page explains what's missing.

Applications closed: the community has closed applications, or the deadline has passed. Check the community page for another opening.

Custom domain not working: check both records match the panel exactly, then click Check verification again after a few minutes.

41.Contact support

Email support@roleflow.site for account and community questions. Include the community name and what you were doing.

Visit the Support page for more help. Support staff can start a 10-minute session with the code shown in Settings.

42.Policies

Terms of Service, Privacy Policy, Acceptable Use, Community Guidelines, and Cookie Policy are linked in the site footer.