This feature is available for Enterprise and White Label Plans only
The Attendee Registration Approval Process
The Attendee Registration Approval feature allows you to review potential attendees before giving them a ticket. This feature can also be used as a waitlist if you're not accepting registrations at the moment. In this guide, you'll learn how to enable it and explore additional ways to use this feature to screen attendees before allowing them to register.
How Does it Work?
Once you enable attendee registration approval for a ticket type, everyone who selects it during registration will be screened before they can buy a ticket. The ticket types with registration approval enabled will have an "Approval Required" label on the ticket selection part of the registration process.
After they select a ticket, they will enter all the buyer and holder information and submit their application. Since this process screens them before buying, they are not asked to enter their payment information if they select a paid ticket.
When you approve their request, they will receive a confirmation that it has been approved. They can now claim their spot by purchasing the ticket. If the ticket is free, you can give it to them automatically, or they will have to get their ticket after approval, just like for paid tickets.
Important Notes:
Registration approval works with recurring events.
Registration approval works using the simple registration widget.
Registration approval does not work with tracking links. We are improving this.
You can still register attendees directly even if the registration approval is turned on for a ticket type, you can add them in the Add Attendees tab in the admin console.
You can turn off the registration approval and switch to regular registration anytime. If you enable it again, the requests will remain there.
Attendees cannot register for the same ticket type twice.
Attendees can select tickets that can be paid now and tickets that are to be paid after approval in the same order. When they check out, they will pay for the regular ticket and there will be a message stating that the selection requiring approval will be charged upon approval.
Buying add-ons will only be available when they claim their spot after approval. If they try to get an add-on while registering, they will get an "option not available" message when they try to assign the add-on. They cannot proceed with the order; they must return to the first step and remove the add-on from their selection.
All tickets will be approved in the request, and the registrant can choose which ticket(s) they want to purchase.
The Order Form fields will appear when they claim their tickets, giving them a chance to edit the information. This will also reflect in the order after they purchase.
If you're using UTM Tracking, UTM data will populate for registrations that were generated through the approval process.
Enable Registration Approval for Attendees
Go to Registration > Set Up Tickets
Select the Ticket Type that will require registration approval
Enable the toggle for Approval Required
Click Save
Approve Requests
All requests can be found in Registrations > Registration Approval > Attendee > Requests. If it's a new request, their status will be Pending.
Click the dropdown on the Status column to change their status from Pending to Waitlisted, Denied, Approved, or Approve and Assign Ticket.
Every time the status is changed, they will receive an email. After approval, they will get a second email to claim their spot, which will be valid for 72 hours.
Notes:
The Approve and Assign Ticket option is available only if the request is for a free ticket.
The Approve and Assign Ticket option is unavailable if the setting that requires ticket holders to have a unique email address is enabled.
Once you approve, you can no longer change the status.
Currently, if they have a pending or waitlist status, they cannot buy another ticket even if the other ticket does not require approval. We are improving this feature; stay tuned for updates.
If you're using UTM Tracking, UTM data will populate for registrations that were generated through the approval process.
Status Change Emails
After changing the status, they will receive the Post Registration Email to inform them that their request has been updated. You can customize the subject and message per status in the Setup & Customization tab. You can also disable the automatic sending of these emails.
Approved Attendees
Approved registrants will receive a second email with a button to Claim Your Spot, where they can purchase the allotted ticket. If you choose to Approve and Assign the Ticket, the attendee will receive the Order Confirmation for the free ticket.
Resend the Claim Your Spot Email
If the registrant has been approved and has not claimed their spot, you can click the 3 dots in their request and click Send claim spot email to remind them to purchase the ticket.
Note: The claim your spot page is not accessible to team members, if you need to test, please use an email address that's not associated with the event.
Resend the Approval
If they have not claimed their spot after 72 hours, the link in the claim your spot email will be invalid. To give them a valid link, click the 3 dots and click Resend approval.
You will know it's past 72 hours when you see the yellow circle next to their name.
Show the Registrant's Answers
If you approve registrants based on their answers in the order form, click Edit Column to show those fields in the Requests tab so you can easily review them before changing the status. Note that the ticket buyer's information is shown here.
Check Which Ticket They Chose
Click on a request to open the side menu. Here, you can see which ticket type the user chose and other information included in the request.
Edit Requests
Modify the received requests by selecting the three-dot icon and choosing 'Edit Request.' Updates in the registrant details and responses to order form questions will only apply to the ticket buyer.
When you click a request, a menu will open showing all the request details. You can change the status, add notes, send the status email, download the request, or delete it. The History Log tab will log all the status changes for the request.
