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.
Steps to configuring Approving registrations as an external reviewer
1. At global level, in the module Global fields manager, create a new field of type email.
2. In the tab "Field rights" of the field, update the setting "Update the participant value with the Contact value" to "Participant is created or contact is updated"
3. Inside the event, on the page of your choice, add the section "My events".
4. Create an email for the approver to receive, when a participant moves to workflow block "Stage action" (i.e. when the participant is entering the stage pending approval).
Include a button "event page" to redirect the approver to the event website, to approve the participant. You can add participant placeholders so that the approver knows who is to be approved right away.
5. Configure your workflow as seen below.
- The Registration block connects to the Stage action block
- The Stage action block connects to 2 pre-arrival stages: One for approved participants, one for denied participants.
6. Configure the Stage action block by selecting the email field that was created previously at global level, for the field(s) "Approver email". Then open the Engagement sequence.
7. In the engagement process canvas, add the block " Send access link to Approver". Select the Email field (which was created at global level) to send the email, and select the actual email that the approver will receive when a participant is awaiting approval.
8. In the Participants module, for each relevant participant, enter the email address of the approver in the email field that was previously created. The approval request email will be sent when the participant moves to the Stage action block (here labeled "Approval pending").
9. The approver receives the email and sees who is awaiting approval.
10. When opening the website of the event, the approver will find the list of participants that are pending approval. The approver can choose to approve or deny the registration of the participant, sending them to the next connected step.