Approvals
How an organizer reviews an entry, how long a decision lasts, and what approval does not reserve
A RegistrationApproval is one review round for one Registration. Review happens before payment, and it is only created when the Pass asks for it. This page explains the round, the decision, the seven-day window, and the cases where a decision has to be made again.
Decision
Pending, approved, or rejected
Decided by
A Member with review permission
Note
Optional, up to 2000 characters
Decision lasts
7 days
Checkout refuses an older approval
Reserves
Nothing
No seat, no price
Per team
One decision
When a round exists
A Pass has a simple setting: does it require approval? If yes, submitting the Registration creates the first round as pending. If no, no approval row is created at all and the entry goes straight to payment.
That means an empty approval column is not a bug. It means the Pass does not review entries.
A Registration created by an organizer on someone's behalf follows the same rule: an approval round is opened when the Pass requires one.
What a round records
| Field | Meaning |
|---|---|
| Round | 1, 2, 3, in order |
| Decision | Pending, approved, or rejected |
| Approver | The Member who decided |
| Note | Shown to the buyer |
| Decided at | When the decision was made |
| Expires at | Seven days after the decision |
Rounds are kept, not overwritten. The newest round is the current one, and only one round can be pending at a time.
Deciding
An organizer opens the Registration and chooses Approve or Reject. A note is optional, and is the only part of the decision the buyer reads.
The decision applies to the whole entry. A team receives one decision, not one per member.
You can decide several entries at once from the list, and the same note is applied to every selected Registration. Entries that are not waiting for a decision are skipped rather than forced.
Check the people, their details, and the form answers.
Approve to let the buyer pay, or reject to stop the entry.
A rejection without a note leaves the buyer with no explanation.
The seven-day window
An approval is not permanent. The decision gets an expiry seven days after it is made.
At checkout the newest round must be approved and unexpired. If it has lapsed, the buyer cannot pay until an organizer reviews again. The entry and its details stay; only the permission to pay has expired.
This is deliberate. An approval is a judgement about a person and a moment, not a permanent licence to buy.
What approval does not do
Approval reserves no inventory and fixes no price. An approved entry pays the current price, and only proceeds if capacity still exists when payment is attempted.
- If the Event sells out, the approved entry cannot confirm.
- If the organizer raises the price, the approved buyer pays the new price.
- If the Event is cancelled or sales are paused, the approval does not override that.
- A missing seat does not cancel the approval or create a confirmation.
An approved entry may retry a failed payment. The old attempt has to be closed or fenced first, and the new attempt gets its own Order. A late success on the old attempt goes to reconciliation rather than silently joining the new one.
Rejection
A rejected entry cannot check out. Its Registration stays pending, and the last round records the rejection.
There is no buyer-side resubmission button after a rejection. The organizer path is to change the entry or the person and open a fresh round:
- Replacing a Participant after a decision creates the next round.
- Transferring an individual entry after a decision creates the next round.
- Switching to another Pass is refused when the destination needs approval, because the destination would need its own review.
Rejection is not cancellation
A rejected entry is still a live claim until someone cancels it. If the buyer keeps the draft open, it still counts toward the Event's per-person limit. Cancel it when the decision is final.
Approval and the roster lock
A Pass can lock its roster at approval. Once a round has been approved, ordinary buyer edits stop.
Reopening review does not reopen the roster. The lock is part of what already happened, not a date that gets recalculated. An organizer who genuinely needs to change a locked roster uses the replacement override, which is recorded.
The same rule protects a postponement: moving the Event date does not quietly unlock a roster that closed at approval.
What approval does not check
Approval is a decision, not a completeness check. The reviewer can approve an entry whose personal forms are still empty or whose required details are missing.
Those gaps are caught later, at payment or at the door. A required personal field blocks checkout, and an unsubmitted personal form blocks admission.
An approval does not promise the person can enter. It only says the organizer accepted the entry.
Related
- Registrations — the entry under review
- Requirements — the other pre-payment gates
- Participants — why a replacement opens a new round
- Availability — why approval reserves nothing