This guide walks you through setting up registrations with an approval process, giving event planners control over participant acceptance. By adding an intermediate "Awaiting Approval" stage, you can manually review participants before their registrations are confirmed.
This setup is ideal for events that require participant vetting or selective access. You’ll configure the participant journey to include:
- Registration Submission: Participants register and receive a confirmation page and email stating their profile is under review.
- Awaiting Approval Stage: Event planners review submitted profiles in the backend.
- Final Approval: Approved participants are moved to "Registered" and notified via an automated confirmation email.
You can quickly get started with this event setup by creating the event type "Registrations with approval" in the library of events.
Step-by-Step Configuration
Step 1: Add the content connected to the approval stage
i. Create a webpage "Awaiting approval", which will be displayed to the participant once they have submitted the registration form (to be added in the workflow block: Registration)
ii. Create an email "Awaiting approval", which will be sent to the participant once they have submitted the registration form (to be added in the workflow block: Registration)
iii. Create an email "Registration approved", which will be sent to the participant if you accept their registration (to be added in the workflow block: [Internal] Approve participant)
Step 2: Update the participant journey in the Workflows module
i. Update the participant journey to be as seen below. There is no automatic connection between "Awaiting approval" and "Registered" - Participant will stay in the stage "Awaiting approval" until a backend user manually approves them.
ii. Process 1: Participant registration request
- Invitation: The participant is invited to register for the event
- Registration: The participant gets to submit the registration form
- Awaiting approval: The participant stays in this stage until they are moved to another stage by a backend user
iii. Process 2: Backend approval
- [internal] Approval participant: To approve a participant, the backend user moves the participant to this stage, where 2 things happen (see screenshot below to see the configuration details of this block):
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- The participant receives a confirmation email e.g. "Registration confirmed"
- The participant is automatically moved to the next connected block "Registered"
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- Registered: The participant is now registered
Invitation block
Registration block
Awaiting approval block
[Internal] Approve participant block
Registered block
When a backend user update the participant's stage to "[internal] Approve participant", the participant will receive the connected confirmation email and will automatically moved to the stage "Registered"