Invite applicants to a closed scheme

A closed invite scheme lets only the applicants that you invite apply. Use it when a scheme is administered on an invite-only basis, instead of open to any member of the public or any company. Each invite creates one submission. You send invites from the Invite Applicants card, and the invite email uses the latest email template.

Who this applies to

Audience: Configurators and officers who send invites.
Access required: The Invite permission on the scheme. Without it, the Invite Applicants card does not appear.
Assumed knowledge: The scheme type is Close, and the form version is published. Refer to Publish a form version.

Steps

On the Backoffice dashboard, select the Invite Applicants card.
Choose the scheme from the list.
Select Edit email template and fill in every mandatory field. You cannot send invites until you do.
On the Send invites tab, add each applicant. The fields depend on the applicant type. Refer to the next three sections.
Select Send invites, then select Proceed in the confirmation dialog.

Invite Applicants page on the Send invites tab. It shows a scheme selector, an Edit email template button, a table of three added applicants with an option to remove each, and a choice between an organisation or an individual as the submission owner.

Applicants move to the Invited status tab and receive the email. An invite is valid for 90 days. When an applicant accepts, ApplySG creates a draft submission for them.

Add an organisation that uses Corppass

Select Organisation. The identifier type is UEN.
Enter the Unique Entity Number (UEN) of the applicant’s organisation.
Optional: enter a Submission title (up to 100 characters).
Enter the Applicant name (up to 40 characters) and the Applicant email that receives the invite.
Select Add Applicant.

Add Applicant form with Organisation selected. Fields for the identifier type UEN, the UEN, an optional submission title, the applicant name and the applicant email.

Add an individual that uses Singpass

Select Individual, then select the identifier type UIN/FIN.
Enter the applicant’s Unique Identification Number or Foreign Identification Number (UIN/FIN).
Optional: enter a Submission title (up to 100 characters).
Enter the Applicant name (up to 40 characters) and the Applicant email.
Select Add Applicant.

Add Applicant form with Individual selected and the identifier type UIN/FIN. Fields for the UIN/FIN, an optional submission title, the applicant name and the applicant email.

Add an individual that uses WoG Entra ID

Select Individual, then select the identifier type WOG email.
Enter the applicant’s WOG email. The invite goes to this address.
Optional: enter a Submission title (up to 100 characters).
Enter the Applicant name (up to 40 characters).
Select Add Applicant.

Add Applicant form with Individual selected and the identifier type WOG email. The applicant email field is read-only and shows the WOG email.

What an applicant needs to accept

An invite is valid only if the applicant has the matching role and that role can create submissions on the form.

Applicant type	Required role	Matching check on accept
Organisation (Corppass)	Business Grants Portal: BGP Acceptor, BGP Preparer or BGP Viewer. ApplySG Portal: ApplySG Editor or ApplySG Viewer.	The Corppass account UEN matches the invited UEN.
Individual (Singpass)	Singapore-based Individual User, on both portals.	The Singpass UIN/FIN matches the invited UIN/FIN.
Individual (WoG Entra ID)	A WoG Entra ID login.	The account email matches the invited WOG email.

For each type, the role must also have the Create form permission. Refer to Set State Builder settings. After a matching sign-in, the applicant chooses to accept or reject the invite.

Track and revoke invites

The Invited status tab lists every invite. Each row shows the date sent, who sent it, the submission owner, the title, the recipient, the status and an action. Once the applicant accepts, the row also shows the reference ID of the new submission.

Status	Meaning
Pending	The invite is valid and not yet accepted.
Accepted	The applicant accepted.
Rejected	The applicant rejected.
Revoked	You revoked the invite.
Expired	The applicant did not accept within 90 days.

To revoke an invite, select Revoke in its row. You can revoke only a Pending invite.

Invited status tab with a table of invites. Columns show the sent date and reference ID, sent by, submission owner, submission title, sent to, invite status and action. Statuses shown are Accepted, Revoked and Expired.

Constraints and limitations

Constraint	Detail
One invite, one submission	Each invite creates one submission.
Validity	Invites expire after 90 days.
Revoke	You can revoke only a Pending invite.
Field limits	Submission title: up to 100 characters. Applicant name: up to 40 characters.
Staging email addresses	In staging, an applicant’s email address must be on a whitelisted domain unless it ends in `.gov.sg`. Use a `.gov.sg` address for testing, or ask the ApplySG team to whitelist yours.
Integrators	Integrators with the Invite permission can also send invites through the API. Refer to the Integrator guide.

Set up an open listing: the alternative to a closed invite.
Assign scheme permissions: give users the Invite permission.
Manage email templates: workflow emails.

Filter the open listing by URL

Configure team-based submissions