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The purpose of FestOS is to lessen the work and expense associated with managing a festival. To that end, the system is designed to get the artists to do much of the data entry for you.

Application Flow:

Application flow chart

Artist registers for an account on your site.
Artist fills out the online application
1. If photos are required, they upload digital photos
2. They must check the box to accept the terms of the show. They can't save their application until they check that box.
If photos are required, and they have uploaded them, then the Pay for the show link is made available. If not, they must upload photos.
The applicant pays.
- Pay by check - If they pay by check, you'll get the payment in the mail. Then, you'll need to mark the applicant as paid.
- Pay by PayPal - Assuming they go through the whole process and you have configured FestOS properly, their payment will be automatically recorded.
- Pay by credit card - Assuming they go through the whole process and you have configured FestOS properly, their payment will be automatically recorded.
You (or your jurying committee) reviews the applicant and either approves for the festival or rejects them. See Jurying.
- Approved - Once you mark an applicant as approved their record is locked. They cannot change details other than their logon information.
- Rejected - If you reject an applicant, you should contact them and arrange a refund. At this time, payments by PayPal or credit card are for the full booth + application + late + other fees. You will have to cut them a check for whatever amount you must refund.

After step 1, FestOS stores just an email address and password for the artist and all other fields are blank. The artist will show up on the "Abandoned Applications" report at this stage. You can use that report to individually or bulk delete abandoned apps, which might represent spam signups or truly abandoned applications. Be careful though, because legitimate in-process applications exist in this state until the artist completes step 2.

After step 2, FestOS has enough information about the artist that they are no longer listed on the abandoned applications report. They now show as a new applicant. However, they have not completed everything. At this stage, their application is marked "In Progress" which you could use as a filter on the export or other reports.

After step 3, they have completed their application but not paid. They are marked as "Complete - Not Paid" which again could be used to filter them on reports.

After step 4, they are marked as "Complete - Paid"

Applicant types

FestOS distinguishes between five types of applicants. Administration tasks are correlated to these types and you should understand the difference and purpose of each to be sure you get FestOS working as you need and expect. Read more about applicant types.