Managing Pre-Approved Attendees

The Pre-Approved Attendee Flow allows organizers to manage a curated list of individuals who are granted special access to register for an event.

This is especially useful for invite-only events, restricted audiences (e.g., partners, VIPs, sponsors), or when data needs to be preloaded into registration forms for ease of use and tracking.

Key capabilities include:

• Limiting registration access to only those who have been pre-approved.
• Capturing and managing custom data fields for each attendee.
• Mapping pre-approved data to registration forms for prefilled entries.
• Tracking the lifecycle of invitations with detailed statuses.
• Running targeted email campaigns using invitation-specific merge tags.

By using the Pre-Approved Attendee flow, organizers can streamline event access, enhance data accuracy, and monitor user engagement from invitation to registration.

Step 1: Enabling the Pre-Approved Attendee Feature

To begin using the Pre-Approved Attendees functionality:

1. Navigate to:
   • Participants > Attendees and Registrants > Settings > Pre-Approved Attendees
2. Enable Feature:
   • Toggle "Enable Pre-Approved Attendees" to ON.
3. Restrict to Pre-Approved Only (Optional):
   • If your event only allows pre-approved users to register, toggle ON:
     • "Restrict Registration to Pre-Approved Attendees Only"
4. Save Changes:
   • Click "Update Settings" to apply your configuration.

Step 2: Creating Custom Fields for Pre-Approved Attendees

To store additional data (e.g., company, job title, department, region) against each pre-approved attendee:

1. Go to: Participants > Pre-Approved Attendees
2. Click More > Manage Fields
3. Click +Add New Field
4. Fill in the name for your custom field.
   • Supported type: Text
   • Note: Field ID will auto-populate
5. Click Save

These fields will now appear when adding or importing pre-approved attendees.

Step 3: Mapping Custom Fields to Registration Form Fields

To pre-populate the registration form with data from pre-approved attendee fields:

1. Navigate to: Participants > Pre-Approved Attendees
2. Click More > Field Mapping
3. In the pop-up:
   • Select the custom field (left column)
   • Choose the corresponding registration form field (right column)
4. Click Save

Mapped fields will auto-fill when a pre-approved attendee begins registration.

Step 4: Adding Pre-Approved Attendees Manually

1. Go to: Participants > Pre-Approved Attendees
2. Click +Add New Pre-Approved Attendee
3. In the side drawer, fill in:
   • First Name
   • Last Name
   • Email
   • Status (Pending, Invited, Viewed, Accepted, Declined)
   • Any custom fields you’ve created
4. Click Save

Step 5: Importing Pre-Approved Attendees via CSV

1. Go to: Participants > Pre-Approved Attendees
2. Click Import > Download CSV Template
3. Fill in the downloaded file with attendee details:
   • Required: First Name, Last Name, Email, Status
   • Optional: Custom fields created in Manage Fields
4. Go back to Import > Upload CSV
5. In the pop-up, upload your filled file and click Upload CSV
6. Refresh the browser after a few minutes to view imported data

Note: Importing may take a few minutes depending on file size.

Step 6: Sending Invitation Emails to Pre-Approved Attendees

1. Go to: Marketing > Email Campaigns
2. Click +New Campaign and choose:
   • Audience: Pre-Approved Attendees
3. Create your message and use the following merge tags:
   • 
4. Send the campaign immediately or schedule it for later

Step 7: Understanding Pre-Approved Attendee Statuses

Statuses are tracked in the Pre-Approved Attendees listing:

• Pending: Added to system, no email sent yet
• Invited: Email campaign sent
• Viewed: Recipient opened registration form via email link
• Accepted: Completed the registration form
• Declined: Chose not to register

Note: Once an attendee accepts, they also appear in the Attendees and Registrants list.