> For the complete documentation index, see [llms.txt](https://help.memberply.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.memberply.com/membership-applications/set-up-an-application-program.md).

# Set up an application program

An application program controls who can apply for a membership tier and what information they must provide. Create different programs when different customer groups need different questions, approval rules, or membership benefits.

## Before you begin

Create the Memberply membership tier that approved applicants will receive. The connected tier can be:

* Free
* Monthly
* Annual
* One-time payment

For a paid tier, the membership price is collected after approval. You can also configure a separate optional application fee.

## Create the program

1. In Memberply, open **Applications** under **Membership**.
2. Select **Application Forms**.
3. Select **New Application Form**.
4. On the **Details** tab, enter a name that helps your team identify the program, such as `Trade account applications` or `Interior designer program`.
5. Select the membership tier approved applicants can access.
6. Optionally enter the number of days an approval remains valid. Leave this blank when approval should not expire.
7. For a paid tier, optionally set the **Scheduled open enrollment** start and end dates. During these dates, customers can purchase the same tier without an approved application.
8. Add introductory content that explains who should apply and what evidence is required.
9. Add the confirmation shown in the storefront immediately after submission. This is separate from the submission received email.
10. Optionally enable **Email the store when an application is submitted**. Memberply sends the notification to the store contact email shown on the page.

Submission notifications include the application form name, applicant email, and business name when available. Replying to the notification addresses the applicant. Sign in to Memberply and open **Applications > Inbox** to review the full submission.

## Split a form into steps

On the **Form Builder** tab, each page is shown as a separate step card. Create and name your steps first, then add the fields that belong on each page.

1. Enter a **Step name** for the first card, for example **Basic information**.
2. Select **Add step** to create another page, then name it **Professional details**.
3. Select **Add field** inside the appropriate step card to add its questions. You only enter the step name once, not on every field.
4. Add another step for **Personal interests** if needed.
5. Give every step at least one field before saving. Forms with multiple steps also need a name for each step.

To move an existing field between pages, select it and use **Move field to step** in its settings. Use the arrows or drag fields to arrange them. Step names stay with their cards when fields are moved or deleted.

**Remove step** keeps its fields and moves them into the previous step, or into the next step when removing the first one. Existing forms load into the same step groups, and duplicating a form copies its steps. A single step with no name keeps the single-page layout.

Applicants see a prominent step counter and progress bar, and use **Next** and **Back**. Descriptive step names appear below the progress bar; a generic name such as **Step 1** is hidden to avoid repeating the counter. Required fields are checked before advancing. Answers stay in the form when moving backwards and forwards, but are not saved as an application until final submission. Refreshing or leaving the page can lose unfinished answers.

If a fee is due on submission, applicants select **Continue to payment** after the final form step to open Shopify checkout.

Payment remains a separate Shopify checkout, not a card-entry field inside the application. An after-approval fee is not collected while applying. Membership payment for a paid tier still follows approval.

Save the form, then preview its storefront page on desktop and mobile before sharing it with applicants.

## Application fee

See [Application fee](/membership-applications/optional-application-fee.md) for step-by-step setup, payment statuses, changes to existing applications, and refunds.

On the **Details** tab, use **Application fee** to enter a one-time amount in your store currency. Set the amount to `0` to disable it. Choose **When to charge**:

* **On submission:** The applicant submits the form and continues to Shopify checkout. The application waits for the fee before it becomes **Pending** for review or sends submission notifications. Payment does not guarantee approval.
* **After approval:** The applicant submits without paying. When you approve, Memberply emails a payment link. Membership activation or the invitation to purchase a paid membership waits until this fee is paid. Rejected applicants are not asked to pay.

For example, you can collect a $100 application fee on submission or request the same $100 only from approved applicants. An ordinary application fee is separate from the membership price, including when the connected membership tier is free. For a submission deposit, you can optionally credit it toward a supported paid tier’s joining fee and refund it on rejection or approval expiry. See the [deposit setup requirements](/membership-applications/optional-application-fee.md#use-a-refundable-application-deposit). A paid membership has its own checkout after the application fee is paid.

Applicants can start and submit the form without signing in, including forms with an application fee. The form shows the amount and timing. Applicable tax is shown in Shopify checkout; the fee does not require shipping. If Memberply asks you to reconnect for Shopify draft-order permissions, follow the link in the fee settings before saving a positive amount.

Changes apply to new applications only. Existing applications retain their original fee and timing. Duplicate forms copy the fee settings, so review them before publishing. Process ordinary fee refunds manually in Shopify; automatic deposit refunds apply only to applications submitted with that option enabled. Refunding a fee does not automatically reject an application or cancel membership access.

## Build the application form

Every form requires an email field. Add the other fields your team needs to make an approval decision.

Select the **Form Builder** tab to add and arrange fields. Each field is shown as a compact row. Select a row to edit its label, type, mapping, placeholder, help text, and available answers.

Available field types include:

* Short text and long text
* Email and phone
* Website URL
* Address, city, state, postcode, and country
* Single select and radio buttons
* Checkbox groups
* Consent checkbox
* Australian Business Number for Australian stores

For each field:

1. Enter the customer-facing label.
2. Choose the field type.
3. Review the customer data mapping. Memberply automatically maps field types with an obvious meaning, including email, phone, website, city, state, postcode, country, and Australian Business Number. Choose an optional mapping for ambiguous text and address fields, such as first name, business name, business description, or address line 2.
4. Choose whether the field is required.
5. Optionally add placeholder text and help text.
6. Add the available answers for select, radio, or checkbox fields.
7. Move the field into the correct position.

Useful questions can include:

* Business name and business number
* Contact name, job title, email, and phone
* Website or portfolio
* Trading address and service area
* Industry or profession
* Products of interest
* Expected order frequency or annual purchasing range
* Description of the business and intended use
* Agreement to program terms

## Duplicate an existing form

When several membership tiers need similar application questions, duplicate an existing form instead of rebuilding it.

1. Open **Applications > Application Forms**.
2. Select **Duplicate** on the form you want to copy.
3. Enter a name for the new form.
4. Choose the membership tier that approved applicants should receive.
5. Select **Duplicate form**.

Memberply opens the new draft so you can review and adjust it before publishing. The form fields, introductory copy, confirmation copy, notification setting, business verification setting, and approval expiry are copied.

The duplicate receives a new storefront program ID and does not include previous submissions. Application emails and scheduled open enrollment dates are not copied. Review and test the new form's emails, then configure open enrollment separately when the destination tier needs it.

## Save, test, and publish

1. Save the program.
2. Copy the **Storefront program ID** from the setup panel near the top of the editor. You can use **Copy ID**.
3. Select the **Emails** tab, then review each application email in the on-screen preview. Optionally upload a logo for this form. No logo is added by default. See [Application emails and logo](/membership-applications/application-emails.md).
4. Publish the program.
5. Select **Open Shopify theme editor** in Memberply, or in Shopify admin open **Online Store > Themes > Customize**.
6. Open or create the page where customers should apply.
7. Add the **Membership application** app block.
8. Paste the program ID into the block settings.
9. Customize the heading, button, messages, and colors.
10. Save the theme and submit a test application.

Only published programs accept new applications. Editing a published form creates a new form version, so previously submitted answers remain associated with the questions shown to that applicant.

For a paid application tier, add Memberply's **Subscription Details** app block to the membership product template as well. When approval is required, the block disables the product's purchase buttons and explains that the customer must submit an application and receive approval before purchasing. A signed-in customer with a pending application sees **Application pending**. Once approved, the standard purchase buttons become available and Memberply attaches the approval to the cart automatically. During scheduled open enrollment, the standard purchase buttons remain available without approval.

Next, learn how to [review and approve applicants](/membership-applications/review-and-approve-applicants.md).

## Brand the application fee

For paid applications, you can select a dedicated Shopify product under **Details > Application fee** to use its name and featured image at checkout. The fee amount remains controlled by the application form. [Set up an application fee product](/membership-applications/optional-application-fee.md#add-a-product-name-and-image-to-the-fee).