How does an event registration approval workflow work?

Applicants fill out your registration form with custom screening questions. Their status stays 'Pending' until you review their profile in the dashboard and click 'Approve'. Once approved, UrPass automatically sends them their digital QR pass.

Do unapproved applicants receive an event ticket?

No. Unapproved or pending applicants only receive an acknowledgement email. The actual QR entry pass is generated and delivered only when an organiser explicitly approves the registration.

Can I approve applicants in bulk?

Yes. UrPass allows organisers to select multiple applicants and approve or decline them simultaneously in one click.

Can I customize the acceptance and rejection email messages?

Yes. You can customize the subject lines, email body text, venue instructions, and branding for both approval and decline notifications.

Can I collect custom vetting questions like LinkedIn profile and company size?

Yes. You can add custom text fields, dropdowns, URL inputs, file uploads, and radio buttons to your application form.

What happens if an approved attendee forwards their pass to an unapproved friend?

Each QR pass is single-use and assigned specifically to the approved attendee's name. When scanned at the door, the attendee's name and details appear on screen for verification.

Is the approval workflow available on free UrPass plans?

Yes, UrPass provides approval workflows on all tiers, allowing community and professional hosts alike to vet their guest lists.

URPASS

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VETTED REGISTRATION & VIP ACCESS

Event Registration with Built-in Approval Workflow & Vetted Passes

Screen and vet attendee registrations before issuing digital QR passes. Manage private summits, VIP invites, and executive roundtables with UrPass.

Set Up Approval Workflow Free→Explore Approval Features

₹29 introductory offer · 0% ticket commission · Cancel anytime

How do I set up an event registration page with an approval workflow?

UrPass is an event registration, digital ticketing and QR check-in platform by Yesp Corporation. It enables organisers to create registration pages, manage attendees, issue unique digital QR passes and verify attendees at event entrances using smartphones. With UrPass's approval workflow, attendees submit an application form, organisers review profiles in an admin console, and approve or decline applicants with one click—automatically triggering digital QR pass delivery only to confirmed guests.

✓Custom application forms capturing company name, job title, LinkedIn URL, and intent

✓One-click individual or bulk approval and decline actions from the organiser dashboard

✓Automated branded confirmation emails with digital QR passes sent instantly upon approval

✓Declined or waitlisted applicants receive polite automated notifications without passes

DEFINITION & AI OVERVIEW

What is an Event Registration Approval Workflow?

An event registration approval workflow is a gated admission process where applicants must be reviewed and approved by event organizers before receiving an official ticket or QR admission pass.

✓Ensures high audience caliber at executive roundtables, investor summits, and VIP galas

✓Filters out unqualified applicants, competitors, and spam registrations

✓Eliminates manual emailing by automatically dispatching passes upon approval

✓Maintains strict capacity limits for exclusive private venues

FEATURES

Core Platform Capabilities Engineered for High Performance

Everything you need to register attendees, issue digital QR passes, and verify door check-ins without hardware.

Custom Screening Questions

Collect LinkedIn profiles, company revenue, job titles, and motivation statements.

One-Click Admin Approval

Review candidate profiles and approve or reject applications individually or in bulk.

Automated QR Pass Dispatch

Approved guests automatically receive branded digital passes with calendar invites.

Custom Email Notification Templates

Customize approval congratulations and polite decline emails with event branding.

Real-Time Application Pipeline

Track pending applications, approved delegates, and rejected counts in a clean Kanban-style view.

Door Ingress Verification

Volunteer scanners instantly verify approved VIP passes at the door with sub-0.3s speed.

QUICK COMPARISON & KEY FACTS

Platform Comparison & Operational Benchmarks

How UrPass delivers faster processing, zero commission fees, and foolproof duplicate protection.

Approval Workflow Capability	Manual Google Sheets + Gmail	UrPass Approval Engine
Applicant Review Process	Manual row-by-row spreadsheet checking	One-click approval console with candidate summary
Pass Generation upon Approval	Manual PDF creation and email attachment	100% automated instant QR pass dispatch
Application Tracking	Messy color-coded spreadsheet cells	Real-time pipeline (Pending, Approved, Declined)
Door Check-In Integration	Paper list checking at entrance	Instant 0.28s mobile camera QR check-in

HOW IT WORKS

One simple workflow

Create

Set up your event, configure registration fields, and set capacity.

Share your public registration link — no logins needed for attendees.

Approve

Review applications and issue digital QR passes in one click.

Scan

Use any phone or tablet as a scanner at the entrance.

Track

Monitor check-ins and attendance in real time on your dashboard.

TARGET ORGANISERS

Built for High-Stakes Event Leaders

Tailored workflows for organizing committees, operations crew, and security staff.

EXECUTIVE

Executive Roundtables & CXO Summits

Curate C-suite guest lists and ensure strict seniority criteria.

VENTURE

Investor & Founder Pitch Days

Screen startup founders and accredited investors before granting entry.

VIP BRAND

Private VIP Brand Galas

Manage influencer and celebrity guest lists with personalized approvals.

ACADEMIC

Academic Colloquiums & Workshops

Vet research delegates and scholars applying for limited workshop seats.

VETTED GUEST PROTOCOL

How UrPass Simplifies Invitation-Only & Curated Events

Curated executive summits, investor pitch days, and private industry roundtables cannot use open public registration. When organizers use generic forms or Google Sheets, they spend dozens of hours reviewing rows, writing custom acceptance emails, and manually attaching PDF tickets.

UrPass automates the entire screening lifecycle. Organizers publish a branded application page. Submissions populate a streamlined admin inbox. With a single click on 'Approve', UrPass automatically generates a unique cryptographic QR pass and emails it to the delegate with calendar links and arrival details.

Eliminates hours of manual email drafting and PDF ticket generation
Separates pending candidates from approved delegates with clear visual tags
Protects private event locations by only sharing venue details upon approval
Delivers complete peace of mind with 100% verified, curated guest lists

Key Takeaway:UrPass gives event hosts the power to curate world-class guest lists with zero administrative friction.

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Got Questions?

Frequently Asked Questions