Accepted, Declined, Reserved Applications

Manually accept applications

If auto-accept is off and an attendee application is ready to be accepted, it will be shown as ‘pending’ and coloured blue. To accept the application click on the view application button .  The blue status bar at the top will show the application is pending. To accept the application, click on the green ‘Accept’ button. A confirmation popup will appear to confirm the action, as the tickets and confirmation email will go to the parent immediately upon acceptance. Click ‘update’ to continue accepting the application. 

If the attendee is not assigned to a group or sub-groups when the ‘Accept’ button is clicked, a warning message will appear. You will need to use the ‘Groups’ tab to assign the attendee to the relevant groups or sub-groups before the application can be accepted. 

An application can be made pending again after acceptance, however the parent will have already received the confirmation email and tickets so this is not advisable. 

Auto-accept applications

If auto-accept is turned on, then any applications with no flags and space in the relevant group will be automatically accepted by the system. The blue ‘pending’ status will not appear. If an application has flags, then once the flags have been cleared by an administrator, the application will automatically be accepted.  Please see the ‘Basic Settings’ article for more information on auto-acceptance. 

Reserved applications

This feature applies if auto-acceptance of applications has been selected.  If an application has been flagged, the attendee will be allocated a reserved space in the group and sub-group appropriate to the details in the application. This ensures that any flagged applications do not end up missing out on a space if it takes the organisation admin a few days to review and accept the application. 

Waiting list applications

This feature applies if auto-acceptance of applications has been selected.  Applications will be placed onto a wait list if the group they would be allocated to is already full.  They will then be allocated a place if a space becomes available in their designated group (for example if another attendee withdraws their application).  Applications which have been added to the waiting list will show in the Groups section in the navigation bar.  If you have opted to allow volunteer’s attendee registrations to always be allocated a space in a group even if it is full, then these applications will not be placed on the waiting list.

Decline an application

An application may need to be declined for some reasons. It might be that after applying for an event the attendee is busy and can no longer attend.  It could also be that the attendees' needs are unable to be met by the event. 

When viewing an individual's application, the ‘decline’ button will appear in the bar at the top, next to ‘Accept’ or ‘Reset to pending’. Before declining an individual, it is recommended that you add a flag under Risk Management named ‘Decline’ and give the reason for declining the application as your way of clearing the flag. This means that you have a record for the reason the application was declined. The parent will not get an email to say that their application has been declined.

After an application has been declined, it can be reset to pending. A declined application will not show in your list of attendees and can only be accessed via the search bar at the top.