WP Manifestindependent plugin directory
manifest / users / ox-applicants

OX Applicants

Handle applicant form submissions, user creation, and application management with WooCommerce Subscriptions integration.

by Andy McLeod · github.com/macdudeuk2/ox-applicants · website

★ 0stars

Install

Download source zip No release zip yet

This is the repository archive. It installs, but the folder name will carry the branch suffix and updates will not flow.

Install straight from GitHub with WP-CLI:

wp plugin install https://github.com/macdudeuk2/ox-applicants/archive/refs/heads/master.zip
No built-in updater. New versions won't appear under Dashboard → Updates. Install new releases yourself, or let Git Updater track the repository.
Readme github.com/macdudeuk2/ox-applicants ↗

OX Applicants Plugin

A WordPress plugin for handling applicant form submissions, user creation, and application management with WooCommerce Subscriptions integration.

Features

Phase 1 (Current)

  • FluentForms Integration: Automatically processes form submissions from the "Apply to Join" form
  • User Creation: Creates WordPress user accounts with "Applicant" role immediately upon form submission
  • Application Management: Custom post type for storing and managing applications
  • Admin Interface: Clean, intuitive admin interface for reviewing applications
  • Status Management: Four application statuses: New, On Hold, Accepted, Rejected
  • Role Management: Automatically changes user role from "Applicant" to "Member" when accepted
  • Access Tags: Integrates with ox-content-blocker plugin for member access control
  • ACF Integration: Stores custom fields if Advanced Custom Fields is available
  • WooCommerce Subscriptions Integration: Automatic subscription creation for accepted applications
  • Renewal Management: Dashboard for managing subscription renewals
  • Custom Email Templates: Fully customizable acceptance notification emails with variable substitution
  • Password Setup: Automatic password setup links for new users
  • Manual Renewal Support: Proper manual renewal subscription creation with payment links

Requirements

  • WordPress 5.0+
  • PHP 7.4+
  • FluentForms plugin
  • WooCommerce Subscriptions plugin
  • ox-content-blocker plugin (for access tags)
  • MySQL database (WooCommerce Subscriptions requires MySQL, not SQLite)

Installation

  1. Upload the ox-applicants folder to your /wp-content/plugins/ directory
  2. Activate the plugin through the 'Plugins' menu in WordPress
  3. Configure the subscription product ID in the plugin settings

Configuration

Settings Page

Navigate to Applications & Renewals > Settings to configure:

  • Subscription Product ID: The WooCommerce subscription product to use for new members
  • Custom Email Template: HTML template for acceptance notification emails with variable substitution

Email Template Variables

The custom email template supports the following variables:

Variable Description
{customer_name} Customer's full name
{customer_first_name} Customer's first name
{customer_email} Customer's email address
{subscription_id} Subscription ID
{order_id} Order ID
{order_number} Order number
{product_name} Subscription product name
{product_price} Formatted product price
{billing_period} Billing period (e.g., "week", "month")
{billing_text} Formatted billing text (e.g., "weekly", "monthly")
{total} Formatted order total
{next_payment_date} Next payment date
{payment_url} Direct payment link for the order
{password_setup_url} Secure link for setting initial password
{billing_address} Formatted billing address
{billing_email} Billing email address
{billing_phone} Billing phone number

FluentForms Setup

The plugin automatically processes submissions from FluentForms form ID 3 ("Apply to Join"). Ensure your form has the following fields:

  • names.first_name - First name
  • names.last_name - Last name
  • email - Email address
  • phone - Phone number
  • wine_course - Wine course selection (ACF field)
  • course_info - Course information (ACF field)

User Roles

The plugin automatically creates two user roles if they don't exist:

  • Applicant: Assigned to new users upon form submission
  • Member: Assigned when applications are accepted

Usage

Application Workflow

  1. Form Submission: User submits application via FluentForms
  2. User Creation: WordPress user account created with "Applicant" role (no password)
  3. Application Review: Admin reviews application in Applications & Renewals > Applications
  4. Status Management: Admin can set status to New, On Hold, Accepted, or Rejected
  5. Acceptance Process: When accepted:
    • User role changes to "Member"
    • "member" tag added to ox-content-blocker
    • WooCommerce subscription created (manual renewal, on-hold status)
    • Order created (pending status, awaiting payment)
    • Custom acceptance email sent to user with:
      • Password setup link
      • Payment link
      • Subscription details
      • Billing information

Admin Interface

Applications Page

  • View all applications with status filtering
  • Filter by: Waiting (New + On Hold), New, On Hold, Accepted, Rejected
  • Click application name to view details
  • Update application status with inline form

Application Detail Page

  • View complete application information
  • Update application status
  • View user profile link
  • View subscription and order links (if created)
  • Track acceptance metadata
  • Persistent success messages

Renewals Page

  • View all subscriptions due for renewal
  • Filter by: Next 30 Days, Current Month, Next Month, Last Month
  • Custom date range filtering
  • Export to CSV functionality
  • Shows subscription ID, customer, product, next payment date, renewal method, status
  • Click subscription ID to edit in WooCommerce

Settings Page

  • Configure subscription product ID
  • Product lookup functionality
  • Validation of subscription products
  • Custom email template editor with variable documentation
  • Template sanitization and validation

Database Schema

Custom Post Type: ox_application

  • Stores application data with status tracking
  • Meta fields for user ID, status, dates, subscription references
  • Last action date tracking

User Meta

  • ACF fields: wine_course, course_info
  • WooCommerce billing/shipping fields: billing_first_name, billing_last_name, billing_address_1, etc.
  • ox-content-blocker tags: _oxcb_access_tags

Error Handling

The plugin includes comprehensive error handling:

  • Rollback functionality: If any step fails, all changes are reverted
  • Database compatibility: Detects SQLite and prevents subscription creation
  • Validation: Validates all inputs and dependencies
  • Logging: Detailed error logging for debugging
  • Payment method validation: Ensures proper manual renewal setup

Development Notes

Local Development (SQLite)

  • All functionality works except WooCommerce Subscriptions
  • Subscription creation is blocked with clear error messages
  • Perfect for testing application workflow and admin interface

Production (MySQL)

  • Full functionality including subscription creation
  • WooCommerce Subscriptions integration works seamlessly
  • All features available including manual renewal payments

Debugging

  • Check wp-content/debug.log for detailed error messages
  • All plugin actions are logged with "OX Applicants:" prefix
  • Error messages include context and rollback information
  • Payment gateway debugging for manual renewal orders

Changelog

Version 1.2.0

  • Members List: New admin page listing all WordPress users with the "member" role, sorted alphabetically by last name, showing username, last name, first name, and email
  • Members CSV Export: Download the members list as a CSV file directly from the Members admin page

Version 1.1.3

  • Renewals Date Filter Fix: Fixed bug where renewal date filters (Next Month, Current Month, Last Month, Next 30 Days) could miss subscriptions due on boundary dates because strtotime() preserved the current time-of-day in filter boundaries instead of using start/end of day
  • Custom Date Range Fix: Ensured custom date range start boundary is normalised to 00:00:00

Version 1.1.2

  • Duplicate Application Handling: Added comprehensive duplicate application detection and management
  • New Application Status: Introduced "duplicate" status for applications from existing users
  • Enhanced Admin Interface: Added duplicate warnings and existing user information display
  • Improved User Experience: No more silent rejections - all applications are now processed and stored
  • Data Preservation: All application data is preserved, even for duplicate submissions
  • Admin Notifications: Clear warnings and information about potential duplicate applications

Version 1.1.1

  • CSV Export Fix: Fixed issue where CSV export contained HTML content instead of clean CSV data
  • Improved Export Handling: Moved CSV export to admin_init stage to prevent WordPress admin content interference
  • Better Separation of Concerns: Separated display logic from export logic for cleaner code structure

Version 1.1.0

  • Custom Email Templates: Added fully customizable HTML email templates for acceptance notifications
  • Password Setup Links: Automatic secure password setup links for new users
  • Manual Renewal Fixes: Proper order status (pending) and subscription status (on-hold) configuration
  • Payment Link Integration: Direct payment links in acceptance emails
  • Enhanced Renewals Dashboard: Added "Last Month" filter and custom date range functionality
  • CSV Export: Export renewals data to CSV format
  • Improved Error Handling: Better validation and rollback for subscription creation
  • Template Variables: Comprehensive variable substitution system for email templates
  • WooCommerce Integration: Proper billing/shipping address storage in WooCommerce fields

Version 1.0.0

  • Initial release

Support

For support and bug reports, please contact the development team.

License

GPL v2 or later