Registrant Approvals

You can use Registrant Approvals to manage which registrants are approved to attend an event. When a registrant registers online, the registrant and registration order are saved in within the software, but you cannot check the registrant into the event or any functions at the event until the registrant is approved.

Registrant approval require the following one time configuration:

You can then configure each event to use registrant approvals and approve or decline registrants for an event. 

Configure Registrant Approval Levels

You use registrant approval levels to create an approval process. You can configure up to 10 approval levels (0-9). By default, level 0 is considered the lowest level and level 9 is the highest level. You can approve or decline a registrant at any level.   

Create a Registrant Approval Level

  1. Click the Registrant Approval Levels link from the Main Menu. The Registrant Approval Levels screen opens.
  2. Click the Add button. The Add Registrant Approval Level screen opens.
  3. Enter the necessary information:
    • Description - Name for the approval level.
    • Approval Level - Level (0-9) for the registrant approval.
    • Active - Check the check box.
  4. Click OK.

Change a Registrant Approval Level Description

You can change the description for a registrant approval level after you have created it. When you change the description of a registrant approval level, it updates wherever the approval level is used. If you don't want to update the already existing registrant approval level data, then you must add a new registrant approval level. 

  1. Click the Registrant Approval Levels link from the Main Menu. The Registrant Approval Levels screen opens.
  2. Select the registrant approval level to edit.
  3. Right-click and select Edit. The Edit Registrant Approval Level screen opens.
  4. Update the description.
  5. Click OK.

Inactivate a Registrant Approval Level

If you no longer use a registrant approval level but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a registrant approval level inactive, it is no longer available for selection.

  1. Click the Registrant Approval Levels link from the Main Menu. The Registrant Approval Levels screen opens.
  2. Select the registrant approval level to make inactive.
  3. Right-click and select Edit. The Edit Registrant Approval Level screen opens.
  4. Check the Active check box.
  5. Click OK.

Delete a Registrant Approval Level

If you no longer use a registrant approval level and don't want to keep a record of it, you can delete it. You cannot delete registrant approval levels if there are registrants approved at the level; you must make the registrant approval level inactive (see above). 

  1. Click the Registrant Approval Levels link from the Main Menu. The Registrant Approval Levels screen opens.
  2. Right-click on the registrant approval level to delete.
  3. Select Mark for Delete.
  4. Click the Save button.

Configure Registrant Approval Users

You can configure certain roles and/or users who are allowed to approve registrants up to certain registrant approval levels. 

For example, you can have some users who can do an initial approval up to a certain level and then other users who can do the final approval up to level 9. 

Create a Registrant Approval User

  1. Click the Registrant Approval Users link from the Main Menu. The Registrant Approval Users screen opens.
  2. Click the Add button. The Add Registrant Approval User screen opens.
  3. Enter the necessary information:
    • User - User and/or role for the approval levels.
    • Level From - Lowest registrant approval level the user/role can approve.
    • Level To - Highest registrant approval level the user/role can approve.
  4. Click OK.

Change a Registrant Approval User

You can change the role/user, level from and level to information for a registrant approval user after you have created it. When you change the role/user, level from and level to of a registrant approval level, it is effective immediately. If you don't want to update the already existing registrant approval user information, then you must add a new registrant approval user. 

  1. Click the Registrant Approval Users link from the Main Menu. The Registrant Approval Users screen opens.
  2. Select the registrant approval user to edit.
  3. Right-click and select Edit. The Edit Registrant Approval Level screen opens.
  4. Update the necessary information.
  5. Click OK.

Delete a Registrant Approval User

If you no longer use a registrant approval user and don't want to keep a record of it, you can delete it. 

  1. Click the Registrant Approval Users link from the Main Menu. The Registrant Approval Users screen opens.
  2. Right-click on the registrant approval user to delete.
  3. Select Mark for Delete.
  4. Click the Save button. 

Configure the Event for Registrant Approvals

You need to configure each event you want to use registrant approvals.

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event for the registration setup.
  3. Right-click and select Tools -> Registration Setup. The Registration Setup screen opens.
  4. Expand the More Settings section.
  5. Check the Enable Registration Approvals check box.
  6. Select the approval level to assign to new registrants from the Registrant Default Approval Level drop-down.
  7. Check the Show Registrant Approval Level check box to show the approval level of the registrant in public-facing registration when editing an order.
  8. Click OK.

Approve or Decline Registrants

Once registrants are added to your event, you can approve or decline them. No communication is automatically sent to a registrant when they are approved or declined. 

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the registrants you want to approve and/or decline.
  3. Right-click and select View -> Registration -> Event Registrants. The Registrants screen opens.
  4. Select the registrant to approve.
  5. Right-click and select Review and either Approve or Decline.
  6. The Review Registrant screen opens. The Registrant Approval Action drop-down defaults to either Approve or Decline.
  7. Select the approval level from the Registrant Approval Level drop-down.
  8. Enter any comments regarding the approval or decline into the Approval Comment text box.
  9. Click OK.

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Comments

9 comments

Date Votes
  • Bri Culberson

    Where do you go to see the approval? Can you add this to your columns?

    0 upvotes

  • Maggie U.

    Hi Bri,

    You can view the approval on the Order Registrants tab on the Event.

    Thanks,

    Maggie

    0 upvotes

  • Bri Culberson
    • Edited

    Thanks Maggie, do I need to add a column to view? I'm not seeing it as is on the registrant order tab. 

    0 upvotes

  • Maggie U.

    Hi,

    It's on the Event level. Go to the Events screen and select the event you want to view. On the right, you can view the Order Registrants tab. If this tab isn't available, you may need to add it to your screen layout (or have your administrator add it for you). The columns related to approvals are:

    Registrant Approval Level
    Registrant Approval Action
    Last Registrant Approval Comment
    Entered By Approval User
    Entered On Approval

    Let me know if you have any more questions. Happy to help!

    Thanks,
    Maggie

    0 upvotes

  • Bri Culberson

    Found it! Thank you so much!!

    0 upvotes

  • Elisabeth Bollmann

    Will the Registration Email Confirmation be sent to the registrant if the registrant is not approved yet?

    0 upvotes

  • Kim Boettcher

    Hi Elisabeth, 

    Registration email confirmations are not tied to registrant approvals. They will be sent regardless of the approval status of the registrant.

    Thanks!

    0 upvotes

  • Rachel Parker

    Is there a way to Approve/Decline in bulk rather than having to complete this action one by one?

    0 upvotes

  • Mike Schepker

    Hi Rachel,

    This is not something that is currently possible. If this is something you'd like to see considered for a future enhancement please post it in our Product Ideas forum located here: https://supportcenter.ungerboeck.com/hc/en-us/community/topics/115000551967-Registration-Conferences-Product-Ideas

    Thanks,

    Mike

    0 upvotes

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