By utilizing multiple registration forms, you can create a 2-step application and registration approval workflow for your event.
A 2-step registration workflow can help events that need to jury or curate attendees by introducing additional application and approval steps into the registration workflow.
What is a 2-Step Registration Workflow?
A 2-step registration workflow involves having two separate forms that need to be filled out in order to register for an event.
The first form serves as an application form (e.g. an "Artist Application" form), that applicants can use to provide basic information and register their interest in attending the event.
The second form is the official registration form, where applicants who make it past your application screening criteria can complete a final registration form, provide any additional details needed, and pay to attend the event if necessary.
Why Use a 2-Step Registration Workflow?
A 2-step registration workflow can be beneficial for both event organizers and attendees.
For organizers, it allows for
better control and management of applications.
charging an optional application fee.
collecting more information about attendees before they officially register for the event. which can help with planning and organizing the event more effectively.
For attendees, it can
make the registration process smoother and quicker, as registrants don't have to provide all of their information at once.
allows them to register their interest and intention to attend the event before committing to it.
How to Create a 2-Step Registration Workflow
Creating a 2-step registration workflow is easy and can be accomplished by using two separate registration forms; one public form for the application, and one private form that approved applicants can use to submit their final registration.
The first "application" form (e.g. "Artist Application") can be used as an application form, where you can ask for basic information such as name, email, and interest in attending the event, and even collect an application fee if necessary. When
The second "registration" form (e.g. "Artist Registration") is the final step in the registration process and can then be used as the official registration form, where approved applicants can provide more detailed information, complete their registration, and make a payment if necessary.
Step 1: Create your application form
This form will serve as the initial application form for your event. It will be a public form that applicants can use to submit their application for review by your event. You may use this form to collect any important details needed to make your application approval decisions.
To create this form:
Go to the Event Manager App > Registration section > Forms tab.
Click the +Add button to create a new registration form.
In the Form Designer > Settings tab
Enter the Form Name (e.g. "Artist Application")
Enter the Description for your Artist Application form and be sure to describe any application process details the applicant should be made aware of.
Set the Approval Mode setting to "Manual Approval". This will allow Event Managers to review each applicant registration as it's received.
If you plan to charge an application fee, we recommend setting the Manual Approval Payment Mode setting to "Charge Immediately".
In the Confirmation Message field, customize the default message to provide any important instructions. For example, "Thanks, we have received your application. Your application will be reviewed soon. If approved, you will receive additional instructions to complete your event registration."
Click the Edit Manual Approval/Decline Messages button. In the popup window:
Edit the Approved message to communicate to the applicant that their application has been approved and that they should proceed to the final registration form to complete their official event registration. Use the Link button in the toolbar to add a link to the second registration form (if you have not yet created this form, you can come back later to add this link once you have created this form).
Also, be sure to customize the Declined message as well to indicate that their application was not accepted.
In the Form Designer > Fees tab (Optional)
Click the +Add button to add one or more Fees to charge an application fee. Learn more
In the Form Designer > Fields tab (Optional)
Add any custom fields for information you wish to collect from the applicant. Learn more
In the Publish tab
Click the Save button to save your changes.
Click the Preview button to test out your new form.
Once you are ready to launch your application form, click the Publish button to make your form Live.
Share your application form using the Share Link. Learn more
Step 2: Create your official registration form
This form will serve as the official registration form for your event. It will be a private form that you only share with approved applicants. Once a pending applicant registration is approved, they will be directed to this form to complete their final registration form.
To create this form:
Go to the Event Manager App > Registration section > Forms tab.
Click the +Add button to create a new registration form.
In the Form Designer > Settings tab
Enter the Form Name (e.g. "Artist Registration")
Enter the Description for your Artist Registration form and be sure to communicate that this form must be completed before the registrant will be permitted to attend your event. Also, include any other important details the registrant should be made aware of, for example, any details of what is included in their registration.
Set the Approval Mode setting to either "Automatic Approval" or "Manual Approval" depending on your needs. We still recommend using "Manual Approval" mode as it allows you to ensure every registration is on your approval list. Learn more
If you plan to charge an event registration fee, we recommend setting the Manual Approval Payment Mode setting to "Charge on Approval" so that registrants are charged only when you approve their registration.
In the Confirmation Message field, customize the default message to provide any important details or next steps. For example:
When "Manual Approval" is enabled, the message may look like this:
"Thanks, your final artist registration was received. We will review and approve your registration shortly. Once approved, you will receive additional confirmation details from us shortly."When "Automatic Approval" is enabled, the message may look like this:
"Thanks, your final artist registration was received and has been approved. We'll see you at the event!"
When "Manual Approval" is enabled, click the Edit Manual Approval/Decline Messages button. In the popup window:
Edit the Approved message to communicate to the applicant that their application has been approved and they are admitted to your event.
Also, be sure to customize the Declined message as well to indicate that their application was not accepted.
In the Form Designer > Fees tab (Optional)
Click the +Add button to add one or more Fees to charge an application fee. Learn more
In the Form Designer > Fields tab (Optional)
Add any custom fields for information you wish to collect from the applicant. Learn more
In the Publish tab
Uncheck the Public checkbox. This will make this form Private.
Click the Save button to save your changes.
Click the Preview button to test out your new form.
Copy the Share Link field, and paste this into your Artist Application form's Approval Message field. Once an applicant is approved, the applicant will receive this link and be directed to the Artist Registration form to complete their final registration.
Once you are ready to launch your application form, click the Publish button to make your form Live.
Reviewing & Approving Applicants
When the initial application form is submitted, applicant registrations received will be available in the Event Manager App > Registrations section > Registrants tab. You must frequently review these registrants and take one of the following actions:
Approve the application: When an application is Approved, the applicant will receive an approval message (using the Approved message template you set earlier for your application form) that contains a link that will direct them to the final registration form.
Decline the registration: When an application is Declined, the applicant will receive a declined message (using the Declined message template you set earlier for your application form). This is the end of the line for this registrant as they will not receive the link to the private registration form to complete an official event registration.
To learn more about approving and declining registrations, click here.
In Conclusion
By using multiple registration forms, you can easily create a 2-step event registration workflow that can benefit both event organizers and attendees.
With proper planning and execution, this workflow can make the registration process smoother and more efficient for everyone involved, resulting in a successful and well-organized event.
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