On request services

Accessing the list

1. Sign in as a Customer administrator.
2. Open CUSTOMER → Applications.
3. Select the On request services tab.

The page title remains Applications.

Page layout

Which applications you see

You see on-request service applications that belong to your customer organization only. Applications for other customers, or applications you are not linked to, do not appear.

Filters

Sorting

Open the column header menu (three dots) on sortable columns and choose Sort ascending or Sort descending. Default sort is Date created, newest first.

Sortable columns: Application ID, Status, Service, Created by, Submitted by, Submitted at, Date created.

Application statuses

Application lifecycle

After submission, Service administrators move the application through review. You follow status changes from Applications or View. When delivery ends, the platform may move ACCEPTED to COMPLETED automatically.

stateDiagram-v2
    [*] --> DRAFT: APPLY creates draft
    DRAFT --> NEW: Customer submits
    DRAFT --> [*]: Delete draft

    NEW --> PROCESSING: Service admin reviews
    PROCESSING --> ACCEPTED: Approved
    PROCESSING --> REJECTED: Declined
    PROCESSING --> STOPPED: Halted by admin
    NEW --> REJECTED: Declined
    NEW --> STOPPED: Halted by admin

    ACCEPTED --> STOPPED: Halted by admin
    ACCEPTED --> COMPLETED: Automatic when end date/time passed and no unfinished events

    note right of DRAFT
        Customer admin can Edit or Delete
    end note

    note right of NEW
        Customer admin can View and Edit attendees
        Service admin can Edit
    end note

    note right of ACCEPTED
        Customer admin can Add attendees
    end note

    note right of COMPLETED
        Read-only
        No Edit, add attendees, or file upload
    end note

Table columns

Row actions

Edit is shown only while status is DRAFT. After submission, use Edit attendees (NEW or PROCESSING) or Add attendees (ACCEPTED). If Delete is disabled, hover the row action for an explanation.

Create an application

Start from Services:

1. Open a service card and click READ MORE AND APPLY, or open the service detail page and click APPLY.
2. The platform creates a DRAFT application for your customer organization and opens the application wizard.

flowchart LR
    S[Services catalogue] --> A[READ MORE AND APPLY or APPLY]
    A --> D[DRAFT application opens]

Complete every wizard step before SUBMIT:

flowchart TD
    A[Services: APPLY] --> B[DRAFT created for your organization]
    B --> C[Options]
    C --> D[Subject and objectives]
    D --> E[Time and billing account]
    E --> F[Attendees — at least one]
    F --> G[Upload files]
    G --> H[More information]
    H --> I[Review and submit]
    I --> J[Click SUBMIT]
    J --> K[Status NEW]

    B -.->|CANCEL keeps draft| L[Applications list]
    L -.->|Edit| C
    B -.->|Delete draft| M[Removed from list]

A horizontal step indicator appears at the top on desktop. Use NEXT to save the current step and continue, PREVIOUS to go back, or CANCEL to return to Applications (the draft is kept).

After submission

When you click SUBMIT, the application leaves DRAFT and becomes NEW. The platform records Submitted by and Submitted at, sets a decision deadline for the review, and locks the hourly price from the service at the time of submission. Submit is blocked if the start or end date is before today — update the Time step first. An application that starts today can be submitted.

From this point the application is an official request. Service administrators for that service review it and may move it through PROCESSING to ACCEPTED, REJECTED, or STOPPED. After delivery, an ACCEPTED application may become COMPLETED automatically. You follow progress from the list or the View page.

What you can do

What you cannot do (and why)

For REJECTED, STOPPED, or COMPLETED applications, no further structural changes are available on your side. For REJECTED or STOPPED, submit a new application if you need to apply again.

Edit a draft application

1. Open Applications → On request services.
2. Choose Edit from the row Actions menu (⋮) on a DRAFT application, or open View and click EDIT.
3. The same wizard opens at step 2 (Options). Complete the remaining steps and submit from Review and submit application.

View application

Open View from the row Actions menu (⋮). The page title is Application: [Application ID].

The detail page is read-only. Sections appear top to bottom, separated by horizontal dividers.

Page header

Customer account details

Customer admin details

Service

Options

Subject and objectives

Time

The following billing fields appear in the Time section for Customer admin (own applications), System admin, and Service admin:

When a billing account is selected, an estimated cost warning appears below the time section. It explains that the numbers are estimated costs based on the date range and the lessons range specified in the application, and that final costs may change if events are canceled or added during service delivery.

Applicants, Mentors, and Professionals do not see billing on this page.

Attendees

Shows Total attendees when the list is not empty.

When no attendees were added, the page shows No attendee added.

Uploaded documents

Shows Total documents when files exist.

When no files were uploaded, the page shows No uploaded documents.

More information

Free-text additional information from the application wizard, or No additional information provided when empty.

Also shows whether Allow sharing event to decrease the cost was checked. When checked, you give permission to combine the event with attendees from other applications that share the same topic and language. After an event ends, if other sharing-enabled applications have a fully matched calendar event (exact same day and time) with the same professional, the withdrawal for that event is divided by the number of applications in that group. Partially matched events (same day, different time) do not reduce the price.

Log notes

Separate card below the main detail (Log notes heading). Shows status-change history and notes marked visible to the customer. The card appears only when matching notes were returned for your role.

Custom application notes

Separate card below the main detail (Notes heading). Notes shared with administrators and professionals on the application. The panel is always shown; displays No notes have been added when empty.

Footer actions

Edit attendees

When status is NEW or PROCESSING:

1. Open Actions → Edit attendees, or open View and click EDIT ATTENDEES.
2. On the attendees page, click Add attendee to open the standard add form, enter the attendee Email, and confirm.
3. For each attendee, the list shows first name, last name, email, Added at, and Participates (read-only). If the attendee does not participate, the note is shown next to the status.
4. Use the row Actions menu (⋮) → Remove to remove an attendee. Confirm by typing DELETE in the confirmation dialog.

Add attendees

When status is ACCEPTED:

1. Open Actions → Add attendees.
2. Read the warning: attendees added to an accepted application cannot be removed afterwards.
3. Click CONTINUE to open the form, or CLOSE to cancel.
4. Enter the attendee Email (required) and click ADD.

The attendees list shows first name, last name, email, Added at, and Participates (read-only). If the attendee does not participate, the note is shown next to the status. Attendees added this way cannot be removed afterwards.

Related documentation

• Applications overview
• Services — start a new on-request application