Reviewing coach applications
The queue of people asking to become a Baojai coach. You see everything the applicant submitted, the certificates they attached, and the two buttons that decide the outcome. Open it when you are told a new application has arrived, or work the "Pending" queue on whatever schedule your team agreed.
This menu belongs to the `reviewer` role (ADR-0023). An editor can see the coach list but not the applications menu, and opening the URL directly is refused by the backend with a 403 whatever the sidebar shows.
Before you start
- · Signed in to the admin console with an account that holds the reviewer role.
Steps
- 1
Open the Coaches menu and choose the Applications tab.
You should see · The heading ① and a row of status filters ② below it. The page always opens on "Pending".
What it means · What you land on is only the work nobody has decided yet, not every application ever made. An empty page means the queue is clear, not that something is broken.
- 2
Use the filter buttons to switch between statuses.
You should see · The selected filter turns solid, the others stay outlined, and the list below changes with it.
What it means · These three are every state an application can be in. Use Approved and Rejected to look back at who decided what, together with the note they saved at the time.
- 3
Go back to Pending and read the first application card.
You should see · One card ① holds the photo, the name they teach under, the date they applied, their specialty, portfolio links, a private contact and any attached files.
What it means · The "contact (not public)" line is the phone or LINE ID the applicant gave for our team only. It is never copied to the public coach profile. Use it to reach them — never republish it.
- 4
Open every attachment and certificate before you decide.
You should see · Each file opens in a new tab. "Can't open" means the system failed to mint a temporary link for it.
What it means · "Can't open" does not mean the applicant attached nothing or forged it. It is a problem on our storage side. Never reject on those grounds — retry, or tell the engineering team.
⚠ If a file still will not open, leave the application Pending. Do not decide yet.
- 5
Type a note in ① before you press either decision button.
You should see · The text stays on that one card. It does not carry to any other application.
What it means · The note is stored with the decision and shown on that application for good. It is optional, but always write one when you reject: it is the only place the next reviewer will learn why.
⚠ Write it BEFORE you press — you cannot add or change a note afterwards.
- 6
Press ① Approve or ② Reject.
You should see · Both buttons dim while it saves, then the card leaves the Pending list and appears under the status you chose.
What it means · Approve does three things at once, not just a status change: it makes that account a coach, it creates a PUBLIC coach profile straight from the application, and it copies their date of birth and gender into their private user record. Reject only records the decision and touches nothing on the account.
⚠ Once decided it cannot be pressed again or changed. Read "What cannot be undone" first.
Every field explained
A short record of why you decided this way, kept with the application and visible to other admins.
If it is wrong · Leaving it blank still saves fine, but leaves no trace of the reasoning — which matters most on a rejection, because the applicant may write back and ask.
Example: Certificate name does not match the applicant, asked them to resend
How to tell it worked
- ✓The card disappears from the Pending list.
- ✓Filtering by Approved or Rejected shows it with the note you typed.
- ✓If you approved — searching that name under Coaches finds a newly created profile.
Problems
Pressing a button returns "this application has already been reviewed"
Why · Another admin decided it before you, or you left this page open long enough that what you are looking at is stale. The backend accepts only applications that are still Pending.
Fix · Refresh, then check the Approved and Rejected filters to see what it became. The first decision is the one that counts.
Approval succeeded but the coach profile is nowhere in the Coaches menu
Why · Approval grants the coach role first and creates the profile second. If the second step fails the approval is NOT rolled back, so the account is a coach with no public profile.
Fix · Tell the engineering team the applicant's name and roughly when you pressed it, or have an editor create the coach profile by hand from Coaches → Add coach. Do not try to approve again — you cannot.
An attachment says "can't open"
Why · The system could not mint a temporary link for that file. Nothing to do with the file itself.
Fix · Refresh and try again. If it persists, tell the engineering team — and do not decide the application in the meantime.
Opening /coach-applications says you have no access
Why · Your account does not hold the reviewer role.
Fix · Ask a super admin to add it from the Team menu.
What cannot be undone
- ⚠ The decision cannot be changed from this screen. Once an application is no longer Pending the buttons are gone, and a repeated request is refused.
- ⚠ The note is written once, together with the decision. It cannot be edited later.
- ⚠ Approving publishes a PUBLIC coach profile immediately. The name, bio, specialty and photo the applicant typed go live on the website with nobody having proofread the text. If it is not ready to be public, do not approve yet.
- ⚠ If that person was a coach before and their profile was moved to the trash, approving RESTORES the old profile rather than creating a new one — all of its previous content goes back online with it.