Gated Registration
Approve every attendee
before the badge exists.
For government summits, corporate CIO forums, invite-only VIP dinners. Applicants land in a queue. You approve or reject. Only approved applicants get a seat, a QR code, and a confirmation email. Nobody else.
signupdesk.in/admin/accreditation
Pending 27
Approved 214
Rejected 8
Bulk actions: Approve all @icici.com
The queue
Pending, Approved, Rejected. Three tabs. Zero spreadsheets.
Every applicant lands in Pending. You review the name, company, designation, city, and any custom form answers. Approve to issue a pass. Reject with a reason and the applicant gets a courteous email. Done in seconds per row.
📥
Every application lands in one place
Filter by event, search by name or email or company. Custom form answers show inline so you don't need to open each row to see who this person is.
✅
One-tap approve
Approval allocates the seat, generates the QR, produces the branded pass PNG, sends the confirmation email, and fires the CRM push. Same code path the auto-approve flow uses.
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Reject with a reason
Type a reason inline, or fall back to your event's default rejection message. The applicant gets a plain, respectful email. No leaked confusion about whether they'll get in.
⚙️
Auto-approve by email domain
Add @clientbrand.com to the auto-approve list. Anyone from that domain skips the queue and gets their pass right away. Everyone else waits for a human.
🎫
No seat consumed until approval
Your 400-seat VIP cap doesn't get eaten by pending applications. Seats are allocated on approve, so the counter stays honest.
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Audit trail on every decision
Who approved, who rejected, when, and with what reason. All logged. Compliance teams get a clean CSV; you keep your peace of mind.
Flow
From "I'd like to attend" to "You're in" in three steps.
1
Applicant fills your form
Name, work email, company, designation, plus any custom fields you added (e.g. how did you hear, GST number, dietary preference). They see an "Application received, under review" landing page. No fake confirmation.
2
Your team reviews
Approve inline. Bulk-approve every applicant from a partner company in one click. Reject with a canned reason or type a specific one. The auto-approve list handles the obvious cases before you even see them.
3
Approved applicant gets the pass
Seat allocated, QR generated, branded pass emailed, CRM notified, webhook fired. Same result as if they'd registered on an open event. Rejected applicants get a clean email so nobody sits in Gmail wondering.
Why we built it this way
A Delhi CIO summit where the client vetted every attendee by hand.
An agency in Gurugram was running a quarterly CIO summit for a global consulting brand. About 400 senior attendees per event. Their client insisted every applicant be reviewed by a partner before a badge was issued. Nobody wanted a mid-level analyst walking into a room built for CIOs.
Before us they were doing it in a Google Sheet. Applicants filled a Typeform, the sheet auto-updated, two partners took turns marking a column "Approved" or "Rejected". Then somebody manually copy-pasted the approved list into a second event platform to send the passes. Rejected applicants got an email typed by hand in Gmail. It worked, but Thursdays were misery.
We added this workflow so the same partners could sit in one panel, click Approve, and the pass would fire on its own. Rejection emails now have a default template so nobody has to invent language on a Thursday evening. Auto-approve on @clientbrand.com took the whole executive team off the queue in one setting.
The seat-allocation-on-approval bit turned out to matter more than we expected. When applicants get rejected they don't burn a seat number, so the client's 400-seat cap stays truthful all the way to the door.
How it works in practice
A 900-application govt summit, three-day approval window.
- Day 1, applications open. Public form goes live. Applicants see "Application received, our team will review within 48 hours." No fake pass, no premature seat number.
- Day 1 evening. 340 applications in. Auto-approve on @nic.in and @gov.in has already cleared 82 government officers. Queue shows 258 pending.
- Day 2 morning. Two secretariat staff work the queue. Bulk-approve everyone from a pre-cleared list of state entities. Reject 4 obvious spam applications with the default "not eligible" reason.
- Day 2 afternoon. Border case: an applicant from a private consultancy. Staff opens the row, sees the custom field where the applicant claimed to be an invited speaker, cross-checks against the speaker list, approves. Decision logged with the staff name.
- Day 3, approval closes. 741 approved, 138 rejected, 21 auto-declined by domain rule. All 741 have their QR pass in their inbox. Nobody is left wondering.
Time spent by review staff: roughly 4 hours across three days. Before this workflow: two full days of Google Sheets, copy-paste, and typed emails.
Pairs with
Modules that plug into accreditation.
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Approved applicants can be tier-gated at physical gates too. VIP-tier approvals get into the VIP Lounge; general-tier stays in Hall A.
🖨
Not-yet-approved applicants can't print a badge at the kiosk, because they don't have a QR yet. Rejection at the door doesn't happen.
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Add the fields you need to make an approval decision: employer letterhead, government ID number, LinkedIn URL. All show in the queue row.
Questions we get
Which events actually need this?
Government summits, defence conferences, corporate CIO/CXO forums, closed industry roundtables, invite-only VIP events, and press events where you want to vet media before issuing passes.
What does the pending applicant see?
A branded "Application received, under review" page. No fake QR, no fake seat. Optionally you can add custom instructions like "typically processed within 24 hours."
Can I approve in bulk?
Yes. Select multiple pending applicants and hit Approve. Each one gets its own seat and pass email. Bulk reject also works with a shared reason.
Can I turn this off after the event goes public?
Yes. Toggle approval_required off on the event and all future applications skip the queue. Applications already in Pending stay there for you to clear.
Is there a WhatsApp version of the rejection message?
Rejections go over email by default. WhatsApp delivery of both approval and rejection is on the roadmap once your WhatsApp Business template is approved.
Stop approving attendees in a spreadsheet.
Free demo on your event data. See the queue in action.
