How to build an affiliate application form with tracking links

Create a simple flow to recruit and track affiliates

This guide walks you through building an affiliate application system where new affiliates apply, your team reviews and approves them, and each approved partner automatically gets a unique tracking link to share.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your affiliate application form

Start in your workspace and click + New → Form, or browse the Template gallery for affiliate or partnership forms.
You can also use Magic Create, try this prompt:

“Affiliate application form with applicant details, website info, and promo channel details.”

Add key fields such as:

• Full name
  
  
• Email and company name
  
  
• Website or social channel link
  
  
• Promotion method (blog, YouTube, ads, etc.)
  
  
• Audience type and country
  
  
• Why they want to join
  
  

💡 Tip: Keep the form concise; more approvals happen when the process feels effortless.

📘 Learn more: How to create a form

Step 2: Score and qualify applicants automatically

Go to Settings → Logic and use conditional and scoring logic to identify promising affiliates.

Examples:

• If @followers ≥ 10,000 → set @tier = “Pro”
  
  
• If @promotion_method = “YouTube” → show video performance field
  
  
• If @country = “Restricted” → skip to rejection message
  
  

💡 Combine score fields to produce a total “readiness” score.

📘 Learn more: How to add and calculate scores using variable fields

Step 3: Notify your marketing team instantly

Head to Settings → Notifications.
Create conditional email alerts to notify different team members based on region or channel type.

Examples:

• If @promotion_method = “Instagram” → send to influencer@brand.com
  
  
• If @region = “North America” → send to marketing.na@brand.com
  
  

📘 Learn more: How to send and receive conditional email notifications

Step 4: Set up an internal approval form

Create a second form named Affiliate review form for your team.
Use lookup fields to pull in application data (like applicant name, tier, and promo type).
Add fields for internal use:

• Reviewer name
  
  
• Status (Pending / Approved / Rejected)
  
  
• Notes or comments
  Note: You can use admin-only fields for a smoother flow.
  

📘 Learn more: How to lookup the submitted data of another form

Step 5: Link both forms with automatic data transfer

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Turn on Automatic data transfer so each application creates a corresponding review record instantly.

📘 Learn more: How to connect forms with automatic data transfer

Step 6: Generate personalized tracking links

Once approved, use On update logic or AI Smart Content to generate a unique tracking URL for each affiliate automatically.

Example output:

Your tracking link: https://yourdomain.com/?ref=@applicant_id

You can display this on the ending page, send it via custom email, or store it in the response table for later.

📘 Learn more: Create dynamic ending pages with AI Smart Content

Step 7: Automate confirmation emails

Design two email templates, one for approvals and one for rejections, and use logic on update to send them automatically.

Approval example:

“Hi @full_name, welcome aboard! Your tracking link is @tracking_link.”

Rejection example:

“Thank you for applying. Unfortunately, we can’t approve your request at this time.”

📘 Learn more: How to create and send custom email templates

Step 8: Build your affiliate management dashboard

In Results → Table, add filters by status or region.
Then, create charts to visualize affiliate performance (e.g., number of approved affiliates, regions, or traffic sources).
Optionally, connect to Google Sheets for deeper analysis.

📘 Learn more: How to showcase charts based on form responses

Step 9: Share and secure access

Turn your setup into a small Affiliate Portal for your team.
Add pages like:

• Pending applications (for reviewers)
  
  
• Approved affiliates (with tracking info)
  
  
• Performance dashboard
  
  

Restrict access so only marketing or admin roles can view the full data.

📘 Learn more: How to create a portal and manage users access

Pro tips

• Add branding: Make your affiliate form and portal match your company’s colors and logo.
  📘 Learn more: How to customize your portal with your brand identity
  
  
• Auto-generate tracking codes: Use variables like @submission_id to make each affiliate’s code unique.
  📘 Learn more: What are variables, why and how to use them
  
  
• Sync approved affiliates with Sheets or CRM:
  📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
  
  

Example scenario

A new applicant submits your affiliate form.
Logic tags them as Pro tier based on audience size.
Marketing gets notified instantly.
After review, the team marks them Approved, which triggers an automatic email containing their personal tracking link.
The dashboard updates, showing one more approved affiliate under “Marketing partners.”

📘 Learn more: What is on update logic and how it works

FAQ

1. Can affiliates see their stats or performance?
Yes, embed analytics charts or connected Sheets in a secure portal page.
📘 Learn more: How to add a live embed page to your project

2. Can I customize tracking URLs further?
Of course, use URL parameters or variables to include campaign names or partner IDs.
📘 Learn more: How to use URL parameters to pre-fill form fields

3. Can multiple reviewers manage approvals?
Yes, invite them as workspace members or portal users with limited access.
📘 Learn more: How to add team members to the workspace

Your affiliate system is ready to scale

You now have an end-to-end affiliate application and tracking workflow, from signup and review to personalized referral links and dashboards.
Next, connect it to your payment or CRM tool for seamless commission tracking.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated November 2025

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