---
title: Pre-Approved Attendee Workflow & Invitation Management
description: The Pre-Approved Attendee Flow allows organizers to manage a curated list of individuals who are granted special access to register for an event.
---
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# Pre-Approved Attendee Workflow & Invitation Management
## 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.
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