Invited, Open or Hybrid? Choosing an Event Registration Flow.
A registration flow answers one simple question: who may come, and how do they get onto the guest list. The answer shapes almost everything else.
7 October 2026 · 2 MIN READ
Invited only
Only guests on the list can attend. The organisers prepare the list, the system sends personal invitations, and guests simply confirm.
Fits gala dinners, shareholder meetings, product launches for business partners and VIP events.
Invited-only flowOpen registration
Anyone can sign up through a registration page, usually until a quota is reached. Fits seminars, webinars, open houses and community events.
The things to plan for are the quota and the people who register but do not show up. Reminders close to the day help a great deal.
Open registration flowPaid
Guests buy a ticket when they sign up. Payment methods follow the payment gateway in use, typically virtual accounts, QRIS, cards and e-wallets. The e-ticket is sent automatically once payment clears. Fits conferences, paid workshops and concerts.
Paid event flowWalk-in
Guests register on arrival. Fits exhibitions, bazaars and public events where you cannot predict who will come.
Because sign-up happens on the spot, plan enough registration points and keep the form very short. Guests can also register themselves by scanning a QR code with their own phone.
Walk-in flowHybrid
Pre-registration combined with walk-in. Guests who registered check in straight away with their QR code, while those who arrive without registering are handled in a separate lane.
It is the safe choice when you are not sure everyone will register beforehand. The key is keeping the two lanes apart so registered guests never wait behind walk-ins.
Hybrid flowApproval based
Guests apply, then the organisers review and approve them before a ticket is sent. Fits events with limited places, selected participants, or open recruitment.
Approval-based flowA quick way to choose
Start from these questions.
- Have you already decided the guest list? Then invited only.
- Do guests pay? Then paid.
- Do guests need to be screened? Then approval based.
- Is attendance impossible to predict? Then walk-in.
- Still unsure, or some guests register and some just turn up? Choose hybrid.
Common Questions
Can one event use more than one flow?
Yes. VIP guests might come through invitation while the public signs up openly, and both still end up in one attendance list.
What if the flow changes during planning?
It can still be adjusted, but it is easiest before the first invitation goes out. Once guests start registering, changes need care so the data already collected stays usable.