Prospect submissions are reviewed separately from event applications. Approval creates or updates a participant directory profile, so future event teams can consider the applicant without digging through old form exports.
Review a submission
Open Prospect Applications
Choose the form you want to review.
Open Submissions
Use the list of pending, approved, and rejected submissions.
Open a submission
Check contact details, accepted type, answers, and uploaded files.
Look for an existing participant
Approval can update an existing directory profile when the email matches.
Approve or reject
Use a rejection reason when rejecting. Approvals can notify the applicant and update the directory.
What approval does
- Moves the submission to Approved.
- Creates a new participant or updates an existing participant with the same email address.
- Moves clean uploaded documents into the participant compliance area where appropriate.
- Keeps the review decision attached to the submission history.
When to reject or hold
- Reject when the applicant is clearly not suitable for your organisation or the form was submitted by mistake.
- Hold the submission when you need a follow-up answer, a safer file upload, or internal agreement before adding them to the directory.
- Use the rejection reason to explain the decision in plain language if the applicant will see it.
Submissions with uploads still scanning or marked unsafe cannot be approved until the file issue is resolved.
Managing trader applications for a market or festival?
Collect trader, stallholder, food vendor, exhibitor and trade stand applications, then review documents, track payments, approve applicants and check them in from the same event.
Related articles
Choose Manual or Online Applications
Decide whether participants are added by staff, apply through public forms, or use both routes for the same event.
Manage Event Application Forms
Create, edit, pause, close, and share event-specific application forms for different applicant groups.
Build Event Application Questions
Ask clear questions, collect useful files, and avoid making applicants fight the form before your team even reviews them.