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How do I Approve Registrations as an External Reviewer/Approver/Company Manager?

Azavista Support
Updated

Registration Journey – External Reviewer Approval Process

Overview

Approving Registrations allows reviewers to validate and confirm participant registration requests before they are finalized. As a reviewer, you can access submissions assigned to you, review the information provided by each participant, and approve or reject the registration based on the review criteria defined by the event organizer. This ensures that only eligible or approved participants are successfully registered for the event or activity.

The Stage action block allows you to involve external reviewers (non-backend users) in the approval of participant registrations. When a participant reaches this block in the workflow, the designated approver is notified and asked to either approve or deny the registration. This is especially useful for cases like manager approvals, partner validations, or quota-based access.

Approvers interact with this flow via the My events web section, using the My participants mode to manage only the participants assigned to them.

Step-By-Step Approach

1. Add a field for the approver’s email

  • On the General Dashboard, go to Global Fields Manager.
  • Under Contact Fields, add a field with type Email.
  • In the Field rights tab, update the setting “Update the participant value with the Contact value” to “Participant is created or contact is updated”.

2. Add the web component for approver actions

  • On the Event Dashboard, go to the Content module.
  • Select the Pages submenu.
  • Add a new page or edit an existing page.
  • Drag and drop the My Events component.
  • Publish the page.

3. Add an email template for the approver notification

  • On the Event Dashboard, go to the Content module.
  • Select the Email Campaigns submenu.
  • Create a new email campaign for the approver notification.
  • Add an Event Page link button that directs the approver to the page created in Step 2.

4. Configure the Stage Action block for approval actions

  • On the Event Dashboard, go to the Workflows module.
  • Configure a Stage Action block after the Registration block.
  • The Stage Action block must connect to two workflows:
    • one for approved participants
    • one for denied participants
  • On the Stage Action block, click Engagement Sequence.
  • Drag and drop the action block Send Access Link to Approver onto the canvas.
  • Click the action block.
  • Select the email field created in Step 1 and the email template created in Step 3.
  • Publish the workflow.

5. Add approvers for the approval process

  • On the Event Dashboard, go to Participants.
  • Add a new participant or edit an existing participant.
  • Enter the approver’s email address in the email field created in Step 1.

6. Submit the registration for approval

  • On the event website, open the Registration Form.
  • Submit the form.
  • An email is triggered to the approver’s email address.

7. Approver actions

  • Go to the approver’s email inbox.
  • Open the email created in Step 3.
  • Click the Event Page link button.
  • The approver is redirected to the My Events listing on the event website.
  • Locate the registered participant in the My Participants list.
  • Click Approve to approve the participant registration.
  • Click Deny to deny the participant registration.

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