# Assess applications with Qualify

**Qualify** lets someone answer a short voice interview before a call, program or next step. You describe your offer and the information you need; MentorDrop prepares questions and checks for you to review. Each application has its answers, assessment and result. You can decide personally or show results automatically.

## 1. Create a flow

As an administrator, open **Studio › Qualify › New flow**. Explain what you offer, who it helps, what you need to know about the person and any essential requirements. Add the next step and, optionally, its booking or program link.

Generate the first version and review it. Creating a flow uses credits. A clear brief matters more than a long list of rules: include the facts that should influence the decision.

## 2. Review questions and checks

![Qualify editor with three questions and two checks for a fictional mentoring application](https://mentordrop.com/images/docs/docs-qualify-en-v2.png?v=62e875a6b047)

Example: questions and checks for a service-launch mentoring program. The example flow is closed while its content is reviewed.

In **Build**, questions are what the person is asked; checks describe what you want to understand from their answers. Edit the wording and remove anything irrelevant.

Use **Add to flow** to describe something else you want to ask or learn. Review the proposed question and check before confirming. You can add either or both; adding a check without a question can leave it without enough evidence.

| Check behavior | Use it when |
|---|---|
| **Consider it if met** | It is a positive signal. |
| **Consider it + ask if unclear** | Missing information should prompt a follow-up. |
| **Consider it + ask + require it to pass** | It is an essential requirement. |
| **Warning sign** | It is a concern to consider. |
| **Warning sign + disqualify if confirmed** | Confirming it must rule the person out. |

Reserve automatic disqualification for clear requirements.

A check about health or other sensitive data carries the **Sensitive data** tag. A flow with one asks the person for explicit consent before starting, and a No pass is never shown to them on its own: it waits for your decision in the **Review queue**, even with automatic review. That is why, in such a flow, the last option reads **Warning sign + propose No pass if confirmed**. The assessment can be wrong; check that the questions actually collect the evidence your decision needs.

## 3. Decide what the person sees

In **Outcome**, write the message for each result and optionally add a button. Internal labels such as **Pass**, **Review**, **No pass** and **Incomplete** are not automatically displayed as your message.

For a suitable applicant, a button might lead to your booking page. An application awaiting review should explain what happens next. If you put a next-step button on that waiting screen, the person can use it before your decision.

A Pass can also give access to spaces. In **Give access to**, choose one or more closed spaces. When the result becomes Pass (as soon as the analysis finishes, or when you approve the application in manual review), the person gets access with the email they used, the same as access you give by hand: it does not end, you can remove it in **Users › Clients**, and someone you removed is not added back. A later No pass does not remove it, and test runs give no access. While spaces are chosen, email is required. Their result page shows the access with an **Enter** button, and a person without access who opens one of those spaces is offered **Apply for a place**.

An optional personalized response connects an approved person's answers with relevant answers and videos from a **Knowledge Room**, without naming the video or where anything comes from. Select the room and describe your offer in one sentence. The room needs eligible public answers or transcribed videos; this feature changes the response, not the decision. See [Knowledge Rooms](https://mentordrop.com/docs/knowledge-rooms.md).

## 4. Set review, contact details and availability

In **Settings**:

- Set the name, welcome message and optional presenter from your team.
- Choose **Manual review — I approve each application** to hold new applications for a human decision. Automatic review shows the outcome when analysis finishes. Changing the mode does not change applications already started.
- Set contact fields to off, optional or required. Require email or phone if you need a way to contact every applicant.
- If you enable the approval email, collect email too. It sends a private link to the approved person's result, which works for 30 days; put your next-step button on that result page. Without a button, a Pass that gives access to spaces sends an **Enter** button instead.
- Set total and daily application limits and an end date. These follow your account's time zone. Without a daily limit of your own, a flow takes at most 200 new applications a day, and the admins get an email the day it reaches that cap.
- Choose what happens to recordings: keep for 30 days, delete after assessment, or keep with the application. If audio is deleted immediately, your manual review will use transcripts.

Real applications, their transcripts and assessments are removed after **365 days** from completion; unfinished applications use their last activity. Keeping recordings with an application does not override this limit. Shortening audio retention also affects existing applications; extending it does not extend the period they were already promised.

Keep a flow in draft while preparing it. Open it when it is ready. Closing it stops new applications; interviews already in progress can finish.

## 5. Test before sharing

In **Test**, try the questions by voice yourself, including while the flow is a draft. Test runs use credits for processing, stay out of real applications and reports, and are cleared after 30 days.

You can also generate five fictional example applications to see how different answers are assessed. They are examples, not real applicants or a guarantee of future decisions. After changing your questions or checks, generate fresh examples when available.

Use **Share** for the link, QR code or widget. The interview needs microphone permission. It is a public application flow, not a space sign-in form: submitting an application collects no payment, and only a Pass gives the spaces chosen in **Give access to**.

## Review applications and learn from them

Open a flow from **Qualify** to see its applications. Search and filter by status and result; open an application to read the evidence and listen to retained recordings. The **Review queue** lets your team approve, decline or skip a case for later.

Where available, you can retry failed processing or **Re-test with the current flow** after changing the questions or checks. A re-test uses existing answers, cannot answer a newly added question and does not change what the applicant saw. Applying a new decision to the original is a separate action.

Reports show starts, completions, approvals and next-step clicks. **A click does not confirm a booking, attendance or purchase.** Test runs are excluded. Deleting a flow closes its link; existing real applications remain available until they are deleted or expire.

If credits run out, applications can still arrive and their analysis waits. It resumes when processing and credits are available. See [credits and limits](https://mentordrop.com/docs/pricing-and-limits.md) or [troubleshooting](https://mentordrop.com/docs/troubleshooting.md).