The Registration Approval Process
The Registration Approval feature allows you to review which registrants, speakers, and exhibitors you want to join your event. Instead of giving attendees instant access, there will be a screening process before they can buy event tickets.
For speakers, you can review whether their topic is relevant to your event before giving them a session slot. Exhibitors can upload basic information like their company description and logo to show you if their booth would be of great interest to your attendees. When you approve them, the booth will automatically be created, and the exhibitors can have access right away to start editing it.
Notes:
This feature is available for Enterprise and White Label Plans only.
Event admins will not be notified through email if a registration approval is submitted. They must check the approval list in the admin console for new submissions.
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 proceed with buying 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.
Notes:
The Approve and Assign Ticket option is available only if the request is for a free ticket.
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.
Show the Registrant's Answers
If you're approving registrants based on their answers in the order form, you can click Edit Column to show those fields in the Requests tab so you can easily review them before changing the status. Not that it's the ticket buyer's information that shows here.
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.
Speaker Registration Approval
What Happens When the Speaker Registration Approval Feature is Turned on?
What Happens When the Speaker Registration Approval Feature is Turned on?
If you enable the registration approval for speakers, a "Register as a Speaker" 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 and information about the session they want to speak about.
When you approve their request, they will get an email that they have been approved and to wait for more instructions. They will not be automatically added as speakers, nor will the session be created. You will have to manually add them after approving them.
Enable Registration Approval for Speakers
Go to Registration > Registration Approval
Select the Speaker tab
Enable the toggle for Enable Speaker Registration Approval
Approve Requests
If it's a new request, its status 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 Speakers
When you approve a speaker, this does not mean they will get access immediately. You will need to create the session and add them as a speaker to the session, and then they will get an email to access it.
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
Approve Requests
If it's a new request, its status 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.
Other Registration Approval Settings
When you click a request, a menu will open showing all the request details. You can choose to 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.
Setup & Customization
Aside from customizing the emails, the Setup & Customization tab for speakers and exhibitors allows you to customize the questions you want to ask them during registration, similar to the questions on the attendee's order form. You can include and require questions in the registration and add custom questions depending on what information you need from them.
Note: For attendees, the required fields in the order form will show when registrants are filling out their applications.
You can also add an Introductory Page for speakers and exhibitors that they will see before proceeding to register. The banner image, title, and description can be customized.
Frequently Asked Questions
Can they register more than once?
No, they can't. When a registrant registers using the same email address more than once, they will get an error message: 'Registration request already exists.'
Can they register again if they have already been approved?
No, they can't. If the registrant tries to register again through the event landing page after approval, they will get an error message: 'Registration request already exists.' The registrant must purchase the ticket by clicking the Claim Your Spot button in the status email they will receive.
Can they purchase add-ons through the Registration Approval process?
Buying add-ons will only be available when they claim their spot after approval.
Will their ticket allotment expire if they don't purchase it right away?
The ticket allotment will stay active.
Can I still change it back to the regular registration if I have pending registrations?
You can turn off the registration approval and switch to regular registration. If you enable it again, the requests will remain there.
Is there a way to know which ticket type they chose?
Yes, click the request in the Requests tab to see the quantity and ticket type requested.
Can we automatically give them the free ticket after approval?
Yes, use the Approve and Assign Ticket option.
If they select more than one ticket, can I approve just one ticket?
That is not possible at this time. Presently, the feature functions by approving all registrants to buy all the tickets they have selected during registration. After approval, an email is sent letting them know about the available spots, corresponding to the requested tickets. From there, the registrant has the option to select and purchase any or all of the available tickets.
Will the questions I ask through the registration approval appear in the order after they purchase?
No, they won't.
Are registrants asked to enter their basic information again when claiming tickets?
The system will automatically populate the first and last name fields and email addresses.
Can other types of form fields, such as image upload or dropdown, be added to the registration approval form?
Yes, click Add a New Question and select the field format you need.
Will Registration Approval work with recurring events?
Yes