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.
Submissions with uploads still scanning or marked unsafe cannot be approved until the file issue is resolved.
Trader applications
Managing trader applications for a market or festival?
SmartGig helps you collect applications, review documents, track payments, approve traders and run event-day check-in from one connected workflow.
Related articles
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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.