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Registration

Registration Status

Registration status tracks where each participant is in the registration lifecycle. Understanding statuses helps you manage your event effectively.

Status Overview

Every registration has a status that indicates its current state:

StatusDescription
ConfirmedRegistration is complete and valid
Pending PaymentWaiting for payment
Pending ApprovalWaiting for organizer approval
WaitlistedOn the waitlist
CancelledRegistration has been cancelled

Status Lifecycle

Typical Flow

For free events: Registration → Confirmed

For paid events:

  1. Registration submitted → Pending Payment
  2. Payment completed → Confirmed
  3. Payment expired → Cancelled

With Approval Required

  1. Registration submitted → Pending Approval
  2. Organizer approves → Confirmed
  3. Organizer rejects → Cancelled

Confirmed Status

What It Means

  • Registration is complete
  • Payment is received (for paid events)
  • Participant can attend the event

Actions Available

ActionDescription
EditModify participant details
CancelCancel the registration
Check InMark as checked in
Send EmailSend communication

Pending Payment Status

What It Means

  • Registration form submitted
  • Payment not yet received
  • Participant cannot check in yet

Payment Scenarios

ScenarioNext Status
Payment completedConfirmed
Payment expiredCancelled
Manual payment approvedConfirmed

Managing Pending Payments

  1. Go to Participants
  2. Filter by "Pending Payment"
  3. Review each registration
  4. Take action:
    • Approve manual payment
    • Send payment reminder
    • Cancel if abandoned

Payment reminders

Consider sending reminder emails to participants with pending payments, especially as the event approaches.

Pending Approval Status

What It Means

  • Registration requires manual approval
  • Organizer needs to review before confirming
  • Common for exclusive or screened events

Enabling Approval Requirement

  1. Go to Event Settings
  2. Under Registration Settings
  3. Enable "Require Approval"

Approving Registrations

  1. Go to Participants
  2. Filter by "Pending Approval"
  3. Review each registration
  4. Click Approve or Reject

Approval Workflow

DecisionResult
ApproveStatus changes to Confirmed
RejectStatus changes to Cancelled
Request infoStay pending, contact participant

Waitlisted Status

What It Means

  • Event or ticket type is at capacity
  • Participant is in line for available spots
  • Not yet confirmed to attend

Waitlist Details

InfoDescription
PositionPlace in the waitlist queue
JoinedWhen they joined the waitlist
Ticket TypeWhich ticket they want

Managing Waitlist

See Waitlist Management for details on:

  • Promoting waitlisted participants
  • Automatic notifications
  • Manual processing

Cancelled Status

What It Means

  • Registration is no longer valid
  • Participant cannot attend
  • Spot is released for others

Cancellation Reasons

ReasonWho Initiated
Participant cancelledSelf-service cancellation
Organizer cancelledManual cancellation
Payment expiredSystem automatic
Approval rejectedOrganizer decision
Event cancelledAffects all registrations

Cancelled Records

Cancelled registrations:

  • Remain in the system for records
  • Are excluded from active counts
  • Can be viewed with status filter
  • Include cancellation timestamp

Status Transitions

Allowed Transitions

FromToHow
Pending PaymentConfirmedPayment received
Pending PaymentCancelledPayment timeout
Pending ApprovalConfirmedApproved
Pending ApprovalCancelledRejected
WaitlistedConfirmedSpot available
WaitlistedCancelledRemoved from waitlist
ConfirmedCancelledCancellation

Manual Status Changes

Organizers can manually change status:

  1. Open participant details
  2. Click Change Status
  3. Select new status
  4. Add note explaining the change
  5. Confirm

Manual changes

Manual status changes bypass normal workflows. Use carefully and document the reason.

Status Notifications

Automatic Emails

Status ChangeEmail Sent
→ ConfirmedRegistration confirmation
→ CancelledCancellation notice
→ WaitlistedWaitlist confirmation
Waitlist → ConfirmedSpot available notice

Customizing Notifications

Configure notification content:

  1. Go to Event Settings
  2. Select Communication
  3. Edit email templates per status

Tracking Status Changes

Activity Log

Each registration maintains a history:

Log EntryInfo
TimestampWhen change occurred
Old StatusPrevious status
New StatusNew status
Changed ByUser or system
NotesReason for change

Viewing History

  1. Open participant details
  2. Scroll to Activity section
  3. View status change history

Reporting by Status

Status Summary

View registration breakdown:

MetricDescription
Total ConfirmedActive registrations
Pending PaymentAwaiting payment
Pending ApprovalAwaiting review
WaitlistedIn waitlist
CancelledCancelled registrations

Export by Status

  1. Go to Participants
  2. Filter by status
  3. Click Export
  4. Download filtered list

Best Practices

Monitor Pending Registrations

  • Check pending payments regularly
  • Follow up before payment deadlines
  • Review approval queue promptly

Clean Up Cancelled

  • Archive old cancelled records
  • Review cancellation patterns
  • Adjust policies if needed

Communicate Status Changes

  • Send timely notifications
  • Explain next steps clearly
  • Provide contact for questions

Troubleshooting

Wrong status displayed

  • Check payment status
  • Review activity log
  • Verify approval settings

Can't change status

  • Some transitions are restricted
  • Check if payment is involved
  • Contact support if needed

Missing notification

  • Check spam folder
  • Verify email address
  • Review notification settings

Next Steps

Previous
Bulk Import Participants
Next
Payment Setup