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Glossary · Operations

What is “Approval-based registration”?

Approval-based registration is a flow in which a person's request to join an occasion is reviewed and approved or rejected by the organiser, with a message sent to the applicant.

Also called: approval flow, gated registration

Sociana team19 Oct 20262 min read

Approval-based registration in detail

Where whitelists admit known people, approval-based registration admits requested ones, after a human decision. The visitor signs up, supplies the required profile details, and lands in a pending state. The organiser reviews the application in the registration review queue and approves or rejects it; the applicant receives a message, which for a rejection can include a reason, and for approval can include onward instructions. Approval creates the membership with role and groups. This is the right fit for members-only conferences, invitation-led conclaves, competitions with eligibility and any gathering where the organiser must control the room. The trade-off is operational: a queue that nobody monitors becomes a bottleneck. Set a turnaround target, allocate reviewers per group and decide the criteria before opening registration. Report approval and rejection counts in the post-event pack, as they show demand as well as control.

How Sociana uses it

Approval-based registration is one identity model in the admin panel, feeding the registration review queue and creating members on approval.

Example

An association conference reviewed requests to join before creating member records.

Questions

What happens after someone requests to join?

They wait as pending until a reviewer approves or rejects, and the applicant receives a message with the outcome. The organiser reviews the application in the registration review queue and approves or rejects it; the applicant receives a message, which for a rejection can include a reason, and for approval can include onward instructions.

When should I use approval instead of a whitelist?

When you do not know everyone in advance, so requests arrive from people who need a human decision before entering. Where whitelists admit known people, approval-based registration admits requested ones, after a human decision. Approval creates the membership with role and groups.

What is the main risk?

An unmonitored queue becomes a bottleneck. Set a turnaround target and assign reviewers before registration opens. The trade-off is operational: a queue that nobody monitors becomes a bottleneck. Approval-based registration is one identity model in the admin panel, feeding the registration review queue and creating members on approval.

Keep reading

Guest lists, whitelists & registration reviewMember imports & profile fieldsAssociation & member eventsExecutive conclaves & destination MICERegistration reviewWhitelistMember

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