--- title: Conditional Approval Management description: The Conditional Approval feature allows organizers to review and approve specific attendee updates before they are finalized. --- [Skip to content](https://help.vfairs.com/knowledge/conditional-approval-management#main-content) English Show submenu for translations [Customer portal](https://support.vfairs.com/care?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Customer portal](https://support.vfairs.com/care) Welcome to vFairs Help Center - There are no suggestions because the search field is empty. 1. [Help Center](https://help.vfairs.com/knowledge?hsLang=en) 2. [Registration & Ticketing](https://help.vfairs.com/knowledge/registration-ticketing?hsLang=en) # Conditional Approval Management ## Automatically flag and review form updates that require admin approval before confirmation. ### **Purpose of Conditional Approval** The **Conditional Approval** feature allows organizers to review and approve specific attendee updates before they are finalized. ### **How to Set Up Conditional Approval** ### **1. Create a Conditional Logic Rule** Navigate to your **Form Builder** and open the **Logics**. ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Oct-02-2026-08-28-54-9809-AM.png?width=1278&height=688&name=image-png-Oct-02-2026-08-28-54-9809-AM.png) Click **+ Add New Rule** and configure the following: - In the **IF** section, select the relevant field and choose the operator **“Is Modified”**. - In the **THEN** section, choose **“Requires Approval”**. - From the dropdown that appears, select the approvers — this includes **Event Owners, Admins, and any users with RBAC roles**. ![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-49-7478-AM.png?width=495&height=955&name=undefined-Oct-02-2026-08-20-49-7478-AM.png) Whenever this rule is triggered, the selected users will receive an **approval notification email**. ### **2. How “Is Modified” Works** - The system compares the **newly submitted value** against the **default value** defined in the registration form. - For **Pre-Approved Attendees**, it first checks the **value entered during pre-approval**. - If no pre-approved value exists, it falls back to the **default field value**. If an attendee submits their form **without changing** the value of an “Is Modified” field, the normal flow continues (e.g., they receive the standard confirmation email). However, if they **change** a value, the **Conditional Approval flow** begins. **Email Notifications** When a Conditional Approval rule is triggered: 1. The attendee receives an email notifying them that their registration is **under review**. 2. Template: **Send Email When Under Review – Conditional Approval Management** 3. Location: *Marketing → System Emails → Registration & Confirmation* *![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-49-4948-AM.png?width=602&height=614&name=undefined-Oct-02-2026-08-20-49-4948-AM.png)* 1. At the same time, the designated approvers receive an internal notification email prompting them to **review and approve or reject** the changes. 2. Template: **Internal Notification – Conditional Approval Management** 3. Location: *Marketing → System Emails → Registration & Confirmation* *![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-48-7088-AM.png?width=613&height=602&name=undefined-Oct-02-2026-08-20-48-7088-AM.png)* Both templates can be edited to match your event’s tone and requirements. **Reviewing and Managing Conditional Approvals** 1. Navigate to **Participants → Attendees & Registrants**. 2. Attendees with pending conditional approvals will display a **warning icon** beside their name. 3. Click the warning icon to open **Manage Registration**. In the registration form popup: - Modified fields will be **highlighted** for easy identification. - At the top of the popup, you’ll see three options: - **Custom:** Approve or reject individual field changes. - **Accept All:** Approve all modifications. - **Reject All:** Reject all modifications. ![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-50-3030-AM.png?width=670&height=360&name=undefined-Oct-02-2026-08-20-50-3030-AM.png) ![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-48-9624-AM.png?width=670&height=393&name=undefined-Oct-02-2026-08-20-48-9624-AM.png) ![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-50-0046-AM.png?width=670&height=385&name=undefined-Oct-02-2026-08-20-50-0046-AM.png) After making your selection, click **Submit** to apply your decisions. Once all conditional approval rules have been addressed, the **warning icon disappears**, and the attendee receives an outcome email. - Template: **Send Email When Registration is Reviewed – Conditional Approval Management** - Location: *Marketing → System Emails → Registration & Confirmation* *![](https://help.vfairs.com/hs-fs/hubfs/undefined-Oct-02-2026-08-20-49-2415-AM.png?width=595&height=648&name=undefined-Oct-02-2026-08-20-49-2415-AM.png)* **Tip:** Use Conditional Approval to maintain control over sensitive form updates like session assignments, travel dates, or custom fields that impact event logistics or billing. - [Organization Management](https://help.vfairs.com/knowledge/organization-management?hsLang=en) - [Event Setup & Navigation](https://help.vfairs.com/knowledge/event-setup-navigation?hsLang=en#main-content) - [Document Library](https://help.vfairs.com/knowledge/event-setup-navigation?hsLang=en#document-library) - [Translations And Labels](https://help.vfairs.com/knowledge/event-setup-navigation?hsLang=en#translations-and-labels) - 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