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How to Manage Speaker Registration Approvals

Learn how the Speaker Approval feature allows event organizers to review speaker registrations before confirming their participation. When enabled, speakers registering through the Speaker Registration Form are placed in a pending state until an organizer approves or cancels their registration.

Step 1: Enable Speaker Approval
  1. Go to Backend → Agenda & Speakers → Session Listing → Settings.
  2. Open the Speaker Approval section.
  3. Enable Require Approval for Speaker Registrations.

Once enabled, speakers registering through the Speaker Registration Form will require organizer approval before being confirmed.

 

Step 2: Configure Email Notifications

After enabling Speaker Approval, configure the available email notification options:

  • Send Registration Confirmation Email to Approved Speakers
  • Send Rejection Email to Rejected Speakers
  • Send Email When User is Marked as Pending Approval

These emails are optional and can be enabled based on your event requirements.

Note: The email templates are available under System Emails and can be customized for the event.

Step 3: Speaker Submits the Registration Form

When a speaker submits the Speaker Registration Form:

  1. The speaker is added to the Speaker Listing.
  2. Their Registration Status is set to Pending.
  3. If enabled, the Pending Approval email is sent to the speaker.
  4. The speaker remains pending until an organizer takes action.
Step 4: Review the Speaker Registration
  1. Go to Backend → Agenda & Speakers → Speakers.
  2. Locate the speaker with a Pending registration status.
  3. Review the speaker's submitted information.
  4. Choose one of the available actions:
    • Approve Registration
    • Cancel Registration

Step 5: Approve or Cancel the Registration

Approve Registration

If the speaker is approved:

  1. Select Approve Registration.
  2. The Registration Status changes to Approved.
  3. If enabled, the Speaker Registration Confirmation email is automatically sent to the speaker.

 

Cancel Registration

If the registration is not approved:

  1. Select Cancel Registration.
  2. The Registration Status changes to Cancelled.
  3. If enabled, the Rejection Email is automatically sent to the speaker.

Once a decision is made, the registration status is finalized and the pending actions are no longer available.

Step 6: Speakers Added Through Other Methods

The approval flow applies only to speakers who register through the Speaker Registration Form.

Speakers added through:

  • Backend/manual creation
  • CSV import

will bypass the approval process and will not have a Registration Status. Their status will remain blank/neutral in the Speaker Listing.

Step 7: Track Registration Status

The Registration Status column in the Speaker Listing allows organizers to identify the status of form-based speaker registrations:

  • Pending – Awaiting organizer review
  • Approved – Registration approved
  • Cancelled – Registration cancelled
  • — – Speaker was added through backend creation or import

The Registration Status can also be included in speaker exports for reporting purposes.