This feature is available for Enterprise and White Label Plans only
The Registration Approval Process
The Registration Approval feature allows you to review participants and event content before adding them to the event. You can have screening process or approval workflows for attendees, exhibitors, speakers & sessions, and session reviewers.
Important Notes:
The Exhibitor and Session approval feature is also available in the advanced event website pages. Just add the widgets to the page.
Registration approval works with recurring events.
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.
Click on the arrows to expand the topic.
Attendee Registration Approval
What Happens When the Attendee Registration Approval is Turned On?
What Happens When the Attendee Registration Approval is Turned On?
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.
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.
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 to 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.
Exhibitor Registration Approval
What Happens When the Exhibitor Registration Approval Feature is Turned on?
What Happens When the Exhibitor Registration Approval Feature is Turned on?
A "Register as an Exhibitor" button will appear on the event landing page's About tab if you enable it for exhibitors. After they click the button, they will be asked to enter their personal and booth information. They will be required to upload their logo and enter the booth name.
When you approve their request, the booth will automatically be created. They will receive an email stating they have been approved and another email with instructions on accessing the booth for editing.
Enable Registration Approval for Exhibitors
Go to Registration > Registration Approval
Select the Exhibitor tab
Enable the toggle for Enable Exhibitor Registration Approval
Customize the Questions
You can customize the questions to be asked in the Setup & Customization tab. You can include and require questions in the registration and add custom questions depending on what information you need from them.
Customize Confirmation Emails
After submitting, they will get a submission request confirmation email. This can be edited in the Post Registration Emails section of Setup & Customization tab, along with the other emails that they will receive when the status of their request changes. You can also disable the automatic sending of these emails.
Submit an Exhibitor Proposal
The Register as an Exhibitor button will appear on the landing page's about tab where interested parties can enter the booth information.
You can also get the direct link to the form in the Customization section in the Setup & Customization tab. When you enable the introductory page, this page will show before they can enter their information. You can edit the image, title and description of the introductory page.
Approve Requests
The status of a new request will be Pending in the Requests tab. Click the dropdown menu in the Status column to change it from Pending to Waitlisted, Denied, or Approved.
Note: Once you approve, you can no longer change the status.
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 Exhibitor
When you approve an exhibitor, the exhibitor booth will be created, and the exhibitor will get a second email immediately to access their booth.
Exhibitor Approval Widget
If you're using the advanced website builder, you can add the Exhibitor Approval widget to the page.
You can also add it to your website by copying the embeddable widget code from Settings > Widgets
Session Registration Approval
What Happens When the Session Registration Approval Feature is Turned on?
What Happens When the Session Registration Approval Feature is Turned on?
If you enable the registration approval for sessions, a "Submit Session" button will appear on the event landing page's About tab. After they click the button, they will be asked to enter their personal information, session details, and speaker(s) information.
When you approve their request, they will get an email that their session proposal is approved and to wait for more instructions.
The speaker(s) will also get the speaker invite email - we suggest to turn this off before approving and send it to them when you've adjusted the session to its correct schedule.
A regular session will be automatically created in draft mode and they will added as speakers to the session. The session schedule will be the first hour of the event. If they have indicated the duration in minutes in the request, the duration will be considered in the session creation.
Enable Registration Approval for Sessions
Go to Registration > Approvals
Select the Session tab
Enable the toggle for Enable Session Submission Approval
Customize the Questions
You can customize the questions to be asked about the session details and speaker information in the Form tab depending on what information you need.
Session Custom Questions
In the Session Details tab, click +Add Question to add more session questions. Enable the include toggle to have the question show in the form. You can also make the questions required.
Speaker Custom Questions
In the Speaker Information tab, you can create custom questions by clicking + Add Field > Create Custom Field. All fields added here will appear in the form. To remove them from the form, you must delete the field. You can also make the fields required.
Have the Speaker Answers Appear in the Speaker Profile
If you want the answers from the request to automatically appear in the speaker's profile after they are approved, you choose Add Existing Property instead of creating a new question.
Option 1: Add an Existing Property
Adding an existing property lets you select a speaker field available in Event Content > Speakers > Settings > Properties and when the speaker is created after approval, the answers in the request will also show in their speaker profile in Content > Speakers.
For example, you can add the existing Company speaker property to the form. You can edit the label of this form question to something else like "What is your company name?" When you approve the request, the speaker profile will automatically be created and their answer to "What is your company name?" will populate in the Company field in the profile.
Option 2: Link a Custom Speaker field to an Existing Speaker Property
If you've already created your custom questions and you want the answers to appear in the speaker profile, you can link the existing speaker properties to the custom questions. Open the custom question for editing and select the existing property under Field Mapping.
Note:
Customize Confirmation Emails
After submitting, they will get a submission request confirmation email. This can be edited in the Settings tab, along with the other emails that they will receive when the status of their request changes. You can also disable the automatic sending of these emails.
Submit a Session Proposal
The Submit Session button will appear on the landing page's about tab where interested parties can enter the session and speaker information.
You can also get the direct link to the form in the Settings tab. When you enable the introductory page, this page will show before they can enter their information. You can edit the image, title and description of the introductory page.
Approve Requests
The status of a new request will be Pending in the Submissions tab. Click the dropdown menu in the Status column to change it from Pending to Waitlisted, Denied, or Approved.
Notes:
Once you approve, you can no longer change the status.
We highly suggest turning off the speaker invite email before approving. Just send this email once you have adjusted the schedule and other details in the session that's automatically created after approval.
Approved Sessions & Speakers
When you approve a session, the requestor will be notified through email if you have the automatic emails turned on. The session is created automatically, speakers are added to the session, and the speaker invite email will automatically be sent if it's enabled.
The session that will be created is a regular session and is scheduled for the first hour of the event. If this is not the desired schedule, we suggest turning off the speaker invite email before approving requests. This way you can make the necessary session adjustments and send the invite at a later time when all the details are added.
Add a Review Process
If you have a lot of session proposals, you may want to add a review process. This will help you stay organized by assigning people to review the sessions, and once reviewed, you can take a look at their ratings and comments to decide whether a proposal will be denied or approved.
Session Approval Widget
If you're using the advanced website builder, you can add the Sessions Approval widget to the page.
You can also add it to your website by copying the embeddable widget code from Settings > Widgets
Session Proposal Reviewers Approval
What Happens When the Reviewer Feature is Turned on?
What Happens When the Reviewer Feature is Turned on?
Event admins can accept reviewer applications from the landing page, or manually add reviewers and assign them to review session proposals. The approved and added reviewers will get access to the review portal and rank the sessions assigned to them. Then, admins can check the session proposal and check the Reviews tab to see the reviewer answers.
Customize the Reviewer Questions
Before assigning reviewers, make sure to customize the reviewer questions to fit your event needs.
The default questions are Event Fit, Topic, Creativeness, and Trendiness. The questions can be changed in the Sessions tab.. You can replace these questions, choose other field types and add more questions.
Go to the Session tab in Approvals
Select Review Form
Click Edit
Click + Add Question
Choose the field type
Enter the questions and answers (if applicable)
You can also rearrange the questions by dragging them
Click Save
Note: As an admin, if no sessions are assigned to you as a reviewer, you won't see sessions and reviewer questions when you click Open Review Portal. To see what the questions in the portal would look like, you can add a test session request and assign yourself as a reviewer.
Enable Reviewer Application Approval
Go to Registration > Registration Approval
Select the Reviewer tab
Enable the toggle for Enable Reviewer Application Approval
Take Reviewer Applications or Add a Reviewer and Assign Session Proposals
Once enabled, you can start accepting Reviewer applications from the event landing page, or you can add Reviewers manually.
From the landing page:
You can create and add custom questions to the application form that reviewers will answer directly from the landing page, with the settings to mark each question as either required or optional.
You can view submitted reviewer applications in the Applications tab. Clicking on an applicant will open a side panel displaying their details, along with a dropdown menu that allows you to approve, deny, or place the applicant on waitlist.
Adding a Reviewer manually
Note: You can assign multiple reviewers to 1 session.
Review Portal
When a Reviewer is added, they will receive an email notification with a button that lets them access the Review Portal.
The Review Portal will show all the session submissions assigned to them. They can see the session title, description and reviewer questions included in the Review Form under the Session Approval tab. After submitting their answers, reviewers can still go back and change their answers.
Check the Reviews
To see what your reviewers answered, you can open the session request and go to the Review Tab. Note that if the question is a numeric rating, it will show a chart, but for other questions, you'll need to view the full review or download it.
Note: Admins are not notified when reviews are submitted.
Other Reviewer Settings
Edit - allows admin to make edits to the reviewer's detailed and assigned submissions
Resend invitation - sends the reviewer invitation
Copy magic link - copies magic link that can be shared to reviewer so they are automatically logged in to Review Portal
Delete - deletes the reviewer
Receive Request Notifications
Go to the Approval Settings tab and enable the toggle to Send email when an approval request comes in. The select admins in Manage Receivers will receive email notifications for every registration approval request. Not that this is notification for request only, this does not include reviewer submissions.