The Event Approval feature allows you to review event proposal before they're created under your account. This guide will walk you through how to enable the application process and understand what happens when proposal are submitted and approved.

After the applicant fills out the Event Request Form, you'll be able to review their event details in the Submissions list. After approving a proposal, you'll need to select which organizer the event should fall under and select the event template to be used when creating this event. Once you've filled out the required fields, you can create the event by clicking the Create Event button. The event name, schedule, event format, logo, description and location will populate based on the information given in the request.

The form will have its own URL which you'll need to share to applicants so that they can submit their proposal. The default form would look this:

When you open the form, you'll see a list of default questions. The name and email address are required by default. The Organizer and Event Template fields are hidden by default, these need to be filled out by event admins later after approving the request.

You can adjust the settings on the other fields and add new questions by clicking + Add Field. You can also change the order of the fields by clicking the drag icon on the left side before the field name.

Use the Form Logic feature if you want to create conditional session questions that will hide or show the next question, or require them to answer a question based on the answer from the previous question. This is similar to conditional questions, but it covers more conditions beyond relying on answers based from dropdown choices.

When creating a logic rules, there's always a trigger and an action. The trigger is the IF part of the settings, and the THEN part is the action.

In this example we want applicants to answer the question "Do you need to print badges?" if in the selected "In Person" as the event format.

In the IF settings, we choose the Format as the question, the condition or operator is "Is", and the value is "IN_PERSON"

This means if the applicant selected "IN_PERSON" from the dropdown, it will trigger the action below.

For the action of the THEN settings, we chose Show Field as the action, and chose to show the question "Do you need to print badges?"

In summary, if the event format is In Person, then show the question "Do you need to print badges?"

After submitting the proposal, they will get an email confirming that their submission request has been received. Whenever you change the status of their proposal to approved, denied, waitlisted or need more info, they will get another email to let them know about the change.

By default, the emails would have these messages:

To customize these emails, you can go to Event Management > Emails and click + Create Email.

In the settings you can add the email template name, assign the template to forms, and choose the status that triggers the email.

You can edit the subject line and the body text, but if you want to further customize it, you can open the Advanced Template to further customize in the drag and drop editor.

If your edits are not final, select "Save as Draft." Select "Save" to activate your most recent changes.

Go to the Submissions tab in Event Management. Once a proposal is submitted it will appear in this tab. Click an item to see the details of the proposal.

The status of a new request will be Pending in the Submissions tab. Click the dropdown menu in the Status column to change the status to Pending to Waitlisted, Denied, Approved or Need Info. You can also change in the proposal details menu.

When you've narrowed down which proposals you will approve, make sure to select the organizer and the event template to apply when the event is created. You can do this before or after you approve. If these are not selected, then you won't be able to create the event after approval.

After approving the proposal, the event is not automatically created. You must click the Create Event button for the event to be created. You should see the new event in the Events tab.

In the Settings menu under Event Management, there is an option to Require a Close-our Report. This allows you gather and review post-event information from event admins, specifically about the actual budget spent for the event.

When this feature is enabled, a "Submit Close-out" button will appear 3 days after the event in the event's Overview menu as well as a banner to remind them to complete the form.

Event admins will also receive an email notification to complete the Close-out report 3 days after the event. The email will have a link / button to the form.

In the form, event admins will be asked to enter the actual budget spent for the event.

After submitting the form, you will find the budget information in the Actual Budget Spent column in the Events tab in your Enterprise or White Label Dashboard.

In the Emails menu under Event Management, create an email and choose Event Close-Out under What triggers this email? and customize the message to be included in the email in the template customization section.