Approval Based
Registering is not the same as being accepted. Your team decides.
Used when registering is not the same as being accepted. Applicants submit a full form, your team reviews, then decides. What makes this flow run smoothly is how clear the criteria are before sign-ups open, not how sophisticated the system is.
Best forOpen recruitment, limited invitations, events with attendee qualification.
Stages
How a Guest Moves Through It.
- 01
Application
Applicants submit a full form, including screening questions and documents.
- 02
Review
Your team reviews in one place, split across reviewers when volume demands it.
- 03
Approval
Approved, declined or waitlisted. Each decision is recorded with its reason.
- 04
Confirmation
Only approved attendees receive a QR and the attendance details.
- 05
Check-in
Anyone not approved is automatically held at the door.
What You'll Decide
Three Things That Decide Whether It Runs Smoothly.
This flow has decisions best settled before sign-ups open rather than when the event is close.
- 01
Settle the criteria before opening
Review slows down when the criteria are still being argued mid-process. Clear criteria make decisions faster and consistent across reviewers.
- 02
Decide who has the final say
If review is split across several people, agree who decides when two reviewers disagree, so no application is left hanging.
- 03
Declined applicants still need an answer
Bulk announcements go to every group, accepted, declined and waitlisted alike, so nobody is left waiting without an answer.
Before We Start
What You'll Need to Hand Over.
- Written, agreed acceptance criteria.
- Who reviews, and who gives the final decision.
- The wording for accepted, declined and waitlisted applicants.
- A decision deadline that leaves accepted guests enough time to plan.
Don't have all of it yet? That's fine. We'll put the rest together in the first conversation.
Questions
About the Approval Based Flow.
Who decides whether an applicant is accepted?
Your team. Applicants land in a review list, and your team accepts, declines or holds them from one screen. We never decide on your behalf.
Can applicants attach documents?
Yes, for example a CV, a portfolio or an assignment letter. Only the reviewers you appoint can open them.
Do accepted applicants get a ticket straight away?
Yes. The moment they are approved, they receive a confirmation and their QR by WhatsApp or email, with nothing to fill in again.
Not sure this is the right flow? Let's talk it through.
Plenty of events end up on a different flow than they expected, and that is normal. Tell us how your guests usually arrive and we'll help map it.