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Guide · State October 2026
Player applications for your esports team: form, questions, selection
A good application form saves you many Discord messages and brings the right people. We show which questions to ask, how to select applicants, write rejections and handle the data carefully.
To be upfront: We sell Clan CMS, which includes an application form for each team. The guide applies to any tool. We do not give legal advice, especially regarding minors and data protection.
1. First decide: who are you looking for?
Before you build a form, write down what you need. The more precise, the better the applications fit.
- Game and team: Which team are you looking for?
- Role: Which position or task is open (for example support, entry, coach or caster)?
- Level: Which rank or experience do you expect, and what is negotiable?
- Time: When do you practice and when are league matches?
- Attitude: What matters to you in the team (team spirit, communication, reliability)?
2. The questions in the form
Keep the form short. Every additional required question costs you applications. Separate clearly between required and optional.
Required
Name or player name, role, previous experience, availability and a way to contact them (email or Discord name). Plus consent to data processing.
Enough for a first assessment.
Optional or depending on the team
Age (see below for minors), rank or profile link, favorite role, previous teams, microphone available, motivation. An open question like “What are you looking for in a team?” often says more than a rank.
Every extra question costs applications, ask only what you really need.
Ask no questions you do not need, such as the private address, school or job, if they play no role for admission.
3. Where applicants find the form
- On the website at the team you are recruiting for, with a clear note “We are looking for players”.
- In Discord, social media and league forums: with the link to the form instead of just “DM me”.
- In the profiles: People looking at the team should see right away that there is room (see player profiles that convince).
4. Selecting applications
- Confirm receipt: Reply briefly that the application arrived and by when you will get back.
- First review: Do role, availability and experience fit? Sort into yes, maybe and no.
- Conversation: A short chat in voice shows whether you fit together.
- Tryout: One or two sessions with the team, then collect the others’ opinions.
- Decision: One person decides in the end and communicates it promptly.
Decide beforehand who evaluates and by which criteria. That keeps the selection fair and comprehensible.
5. Replies and rejections
Reply within a few days, even if it is only a status update. People who hear nothing for weeks apply elsewhere. Rejections are unpleasant, but a friendly sentence with a short reason leaves a good impression, and some applicants fit better later.
Example of a rejection
Hi [name], thanks for applying to us and for your time at the tryout. This time we decided on someone else because [short, honest reason]. That says nothing about your skill. If you like, get in touch again in a few months. Good luck and good games! [name]
6. Handling data carefully
- Only necessary data: Ask only what you need for the decision.
- Privacy note: The form should explain what the details are used for and how long they are kept (more in the guide to legal notice and privacy).
- Minors: For applicants under 18, the consent of a legal guardian is usually needed. Keep it in writing.
- Limit access: Only the people who decide see the applications.
- Delete: After a rejection, delete the data unless the applicant explicitly wants you to keep it.
With Clan CMS: For each team you switch on “Looking for players”, and the application form appears. You define your own extra questions, one per line, and an asterisk at the start makes a question required. You manage applications in the admin and can assign a responsible manager. More on the Clan CMS page. If you do not have a site yet, the guide to the clan website shows five ways to get one.
7. Frequently asked questions
Which questions are mandatory?
Name or player name, role, experience, availability and a contact. Everything else is optional. The shorter the form, the more applications arrive.
May I ask about age?
Yes, that is common for teams. For minors you usually need the consent of a legal guardian. We do not give legal advice, have it checked if in doubt.
How long should a reply take?
Reply within a few days, even if it is just a status update. People who hear nothing for weeks apply elsewhere.
How long do I keep applications?
Only as long as you need them. After a rejection you can delete them unless the applicant wants otherwise.
What does this look like in Clan CMS?
For each team you switch on “Looking for players” and add your own extra questions, one per line, with an asterisk for required questions. Applications arrive in the admin and you can assign a responsible manager.
Applications in one place?
In Clan CMS every team has its own application form with extra questions. Applications arrive in the admin, and a responsible manager can be assigned.