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Scholarship Requests ​

Scholarship requests are applications for subsidized membership — a reduced or free membership tier for applicants who qualify. Staff review these requests in the Admin, approve or deny them, and when approved the applicant can complete sign-up (often with a subsidy code or special link). Used by: Admins can view requests; only Super Admins can approve, deny, or reissue a link.

Route: https://admin.uibeta.org/admin/scholarship-requests.

What scholarship requests are ​

When someone applies for a scholarship (subsidized membership), their request is stored in the system. Each request typically includes the applicant’s name, email, reason or story, and any other information your organization collects. Pending requests need a decision: approve (so they can complete sign-up at a reduced or free rate) or deny (with or without a note). Approved requests usually result in a subsidy code or a special checkout path so the applicant can finish registration without paying full price.

Reviewing a pending request ​

  1. Go to Scholarship requests in the sidebar (or https://admin.uibeta.org/admin/scholarship-requests).
  2. The list shows requests, often with status (e.g. Pending, Approved, Denied) and the applicant’s name and date.
  3. Click a pending request to open it and see:
    • Applicant name, email, and any contact details.
    • Reason or narrative (why they are applying).
    • Date submitted and any notes from staff.
  4. Use this information to decide whether to approve or deny. If your process requires a second reviewer or a checklist, complete that before taking action.

Approving a request ​

  1. Open the pending request.
  2. Find the Approve (or Approve request) button or action.
  3. Click it. You may be asked to confirm or to choose options (e.g. which subsidy or tier to apply).
  4. After approval, the system typically:
    • Marks the request as Approved.
    • Issues a subsidy code (or similar) so the applicant can complete sign-up at the discounted or free rate, or creates or reserves a membership for them depending on your setup.
  5. The applicant is usually notified by email that their request was approved and how to complete sign-up (e.g. use the code at checkout). If your organization handles notification manually, follow your internal process (e.g. send the code or link by email).

Denying a request ​

  1. Open the pending request.
  2. Find the Deny (or Deny request) button or action.
  3. Click it. You may be asked to add a note or reason (for internal use or for the applicant, depending on your configuration).
  4. After denial, the request is marked Denied. Whether the applicant is notified (e.g. by email) depends on how your site is set up. If in doubt, check with your lead or Andrew so you know whether to send a separate email to the applicant.

After approval or denial ​

  • Approved — The applicant can complete membership sign-up using the subsidy or link provided. Their membership will appear in Memberships once they finish. You can track approved requests in the scholarship-requests list (filter by Approved).
  • Denied — The request is closed. Keep any notes for your records. If your process includes notifying the applicant, do that per your organization’s policy.
  • Redeemed — The applicant has opened their checkout link. For a full ($0) scholarship that means the membership is done. For a partial ($25) scholarship it means checkout was started — the membership only exists once they pay.

Each approval link can deliver one membership. Once it has, the link stops working (the applicant sees "This scholarship approval link has already been used."), and a second click or a double-click cannot create a second membership or a second charge.

Simply opening the link does not use it up. For a partial scholarship, an applicant who reloads the page, or comes back later without having paid, returns to the same checkout. If their card payment fails or is cancelled, the request goes back to Approved and the same link works again.

Use the status filter at the top of the list to find requests by status, including Redeemed.

“Redeemed” but there is no membership ​

A partial scholarship goes to Redeemed as soon as the applicant opens the checkout page, so a request can sit in Redeemed while the applicant is still deciding, or after they closed the tab without paying.

  • The applicant can simply open their original link again and carry on where they left off. Nothing is lost by reloading.
  • If they need a fresh link — the old one expired, or the email is gone — open the request and click Reissue link.

Reissue link is refused automatically if the scholarship actually delivered a membership, so you cannot hand out a second one by mistake. If you see that refusal, check Memberships for the applicant: the request really was used.

Need help? Contact Andrew.

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