Review Prospect Application Submissions

Approve or reject general intake submissions and turn suitable applicants into reusable participant records.

Article guidance

Prospect submissions are reviewed separately from event applications. Approval creates or updates a participant directory record, 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 record 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 record 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 in error.
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.