Application Management

Efficiently manage new member applications with a complete and automated workflow

Application Management

Janus revolutionizes application management by offering a complete and automated tool. From first contact to final approval, track each application through a structured and transparent process.

  • Application creation - Intuitive form and storage of motivation letters
  • Sponsor management - Tracking of internal and external sponsors
  • Investigation system - Investigator assignment and detailed reports
  • Status tracking - Complete validation workflow
  • Automatic creation - Member profile generation from approved applications

Application Creation and Registration

Simplify welcoming new candidates with a structured process:

  • Intuitive form - Clear and easy-to-use interface for information entry
  • Document storage - Conservation of motivation letters and associated documents
  • Data validation - Automatic verification of information completeness
  • Complete history - Traceability of each process step

Maintain a complete and organized list of your Lodge’s sponsors:

  • Internal sponsors - Lodge members who sponsor candidates
  • External sponsors - Members of other Lodges who support applications
  • Relationship tracking - History of sponsorships and their effectiveness
  • Contact management - Contact details and information for all sponsors

Documents and Motivation Letters

Centralize and organize all documents related to applications:

  • PDF upload - Secure download of motivation letters
  • Automatic management - Automatic organization and classification of files
  • Secure access - Consultation limited to authorized officers
  • Smart archiving - Organized storage for future consultation

Investigation System

Optimize the investigation process with dedicated tools:

  • Investigator assignment - Clear designation of brothers responsible for investigations
  • Integrated reports - Direct entry of investigation reports in the application
  • Deadline tracking - Respect for investigation deadlines
  • Investigation validation - Process for validating submitted reports

Status Tracking

View the progress of each application in real time:

  • Complete workflow - Structured validation process step by step
  • Visual status - Clear indicators of progress status
  • Automatic notifications - Alerts during status changes
  • Decision history - Complete traceability of validations

Automatic Member Creation

Transform approved applications into complete member profiles:

  • Automatic generation - Profile creation from validated applications
  • Data synchronization - Automatic transfer of information
  • Guaranteed consistency - Avoids duplicates and inconsistencies
  • Smooth integration - Natural transition from candidate to member status

Benefits of Application Management

Time Savings

  • Automated process and integrated workflow
  • Reduction of repetitive administrative tasks
  • Centralized tracking of all applications

Data Consistency

  • Synchronized information between application and member
  • Single and consistent database
  • Elimination of duplicates and errors

Complete Traceability

  • Detailed history of each application
  • Tracking of decisions and validations
  • Audit trail for transparency

Modern Interface

  • Clean and intuitive design
  • Simple and efficient navigation
  • Responsive design for all devices

Access and Permissions

Required Roles

  • Administrator - Complete access to all features
  • Secretary - Application management and status tracking

Restricted Access

  • Investigator members - Limited access to the module to complete their investigations
  • Consultation only - No data modification for investigators

Access Menu

  • Applications → Application Management - Main access to the module
  • Intuitive interface - Clear and organized navigation

Validation Workflow

  1. Submission - The candidate submits their application with documents
  2. Verification - Initial validation by officers
  3. Investigation - Assignment and completion of investigations
  4. Reports - Entry and validation of investigation reports
  5. Decision - Final validation by competent authorities
  6. Integration - Automatic creation of member profile

Application management interface