Managing Applications

Application Statuses: Definitions and Purchase Options

Started: Not visible to administrators. Applications in Started are missing information. Artists in this status will receive an automatic email from ZAPP two days before the application deadline reminding them to complete and submit their application.

What product types can these artists purchase? Admin Fees are available for purchase.

 

Ready for Submission: Not visible to administrators. Applications in Ready for Submission are completely filled out and ready to submit. Artists in this status will receive an automatic email from ZAPP two days before the application deadline reminding them to checkout and submit their application.

What product types can these artists purchase? Jury and Admin Fees are available for purchase. 

 

Awaiting Payment by Check: Artists will move to this status if they selected check as their method of payment for any product (application fee, booth fee, etc.). Once the check payment is received, use the drop-down in the Payments column of the table on the Event Management page to mark the check as “Received” and move the artist to another status. 

What product types can these artists purchase? No products are available for purchase. 

 

Received: Indicates an artist has submitted their application to the event. Move artists to this status when you’re ready to jury.  

What product types can these artists purchase? No products are available for purchase. 

 

Reviewed: Administrators can place applications in this status after they have been reviewed. Artists will see their status as Received while in this status. 

What product types can these artists purchase? No products are available for purchase. 

 

Incomplete: Place an artist in this status to allow them to make modifications to their application before the application deadline. Artists in this status are allowed to edit and re-submit their application without incurring any additional fees. 

What product types can these artists purchase? No products are available for purchase. 

 

Exception: Artists in this status are allowed to make modifications to their application after the application deadline. They will need to notify you once they have finished making their edits so they can be moved from the Exception status to the Received status before the jury begins.

What product types can these artists purchase? No products are available for purchase. 

 

Withdrawn: Use this status for artists who have withdrawn their application or who you have deemed ineligible.

What product types can these artists purchase? No products are available for purchase. 

 

Other: This is an additional status to be used as needed. Artists in this status will see their status as Received. 

What product types can these artists purchase? No products are available for purchase.

 

Exempt from Jury: This status is designed for artists who do not need to be juried. These artists can purchase booth products to confirm their attendance.

What product types can these artists purchase? Booth, Electric, Canopy, Tent, and Other product types.

 

Invited: Place artists in this status to extend an invitation to participate in your event. Artists in this status can accept or decline their invitation. If they accept the invitation, they will move to the Accepted status. If they decline the invitation, they will move to the Declined status. 

What product types can these artists purchase? Booth, Electric, Canopy, Tent, and Other product types.

 

Waitlist: Artists in this status are on the waitlist and can be assigned waitlist numbers.

What product types can these artists purchase? No products are available for purchase.

 

Not Invited: Place artists in this status if they are not invited to the event. Artists in this status can archive their applications.* 

What product types can these artists purchase? No products are available for purchase.

 

Accepted: Artists in this status have accepted their invitation and can purchase a booth to move to the Confirmed status. Booth numbers can be assigned to these artists.

What product types can these artists purchase? Booth, Electric, Canopy, Tent, and Other product types.

 

Declined: Artists in this status have declined their invitation.

What product types can these artists purchase? No products are available for purchase.

 

Confirmed: Artists automatically move to this status after they have purchased a booth. For events not selling booths on ZAPP, artists can be manually moved to this status after they have purchased their booth outside of ZAPP or completed the confirmation process. 

What product types can these artists purchase? Booth, Electric, Canopy, Tent, and Other product types.

 

*Need to unarchive an application? Reach out to us at zapphelp@westaf.org with the artist’s name and application ID. 

The Event Management Table

Within the Event Management table, the flag, artist application ID, status, first name, and last name fields will always display. Administrators can customize the rest of the table by clicking on the “Table Editor” button. Up to eight fields can be selected at one time. 

Within the Event Management table, administrators can also change artists’ statuses by using the individual status drop-downs or move all artists from one status to another by using the drop-down underneath the table and clicking “Change.” Artists can also be flagged by checking the box within the flag column. For changes within the table to take effect, click “Update.”

Artist Citation Page

The artist citation page is the administrator’s view of the artist’s application. It is divided into seven sections:

  • Contact Information
  • Event Data
  • Custom Questions
  • Artwork and Statement
  • Payments
  • Emails
  • Related Applications

Contact Information lists all contact information within an artist’s profile. This information is automatically included in every application and contains an email address, phone number, mailing address, and business name (if given).

 

Event Data contains an artist’s selected medium category, their booth number (if applicable), waitlist number (if applicable), whether or not their application is flagged, their application status, status history, tags, and administrator comments. Administrators can tag or flag applicants, change an artist’s medium category or application status, or add comments within this section. 

 

Custom Questions contain the applicant’s answers to any custom questions asked. If a question was not required and the applicant did not answer the question, the answer will show as “No answer provided for this question. Proceed to next section.”

 

Artwork and Statement will display an artist’s statement of technique as well as thumbnails of artwork submitted. Click on a thumbnail to see a larger version of the image and artwork details, such as price, year created, and medium category.

 

Payments lists all payments made to the event and includes the date the payment was made, the cost of the product, and any payment details, such as a check number (if the artist paid by check).

 

Emails is a section that contains copies of every email sent to the applicant. Click on the link at the top of each section to view a copy of the email sent.

 

Related Apps shows a list of all other applications an artist submitted to the event through the same username. The application ID, status of each application, and corresponding medium category are all listed. 

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