Note: RegFlow is specific to P2P In-Person Event and In-Person Event campaigns.
When using the application feature in RegFlow, you will have built-in tools to review applications, rank applicants, and invite applicants to register for your event. This article will review:
There are a number of features enabled to assist in this process, such as the ability to leave notes on applicant records and view an applicant's past fundraising history with your organization. Your organization can determine your preferred workflow for your review process.
Review and rank applicants
Incoming applications can be monitored under the Needs Review tab of your RegFlow dashboard. Once an application has been ranked or an invite has been sent, the application will move to the Reviewed or Invited tabs. Clicking on an applicant's name will open up their application, no matter what stage in the review process they are in.
Visit your campaign's Dashboard.
Select RegFlow on the left side menu.
Under Needs Review, click on an applicant's name to open their application.
Confirm which ticket they applied to and their responses to your application form. If the applicant has previously fundraised for your organization via Pledge It, you will see a tab labeled Previous and can view a quick snapshot of their fundraising history.
If desired, you can click Add Note to provide additional context about the applicant.
If desired, you can apply a Rank of High, Medium, or Low to the application and click Save. This will remove the application out of Needs Review and into the Reviewed tab where it can be further considered.
If you want this applicant to participate in your event, you can click Send Invite.
Note: If you do not rank an application or proceed to sending an invite, it will remain in the Needs Review tab.
Invite applicants
When you are ready to invite an applicant to apply to your event, you can send an invitation that will include a unique invite code. The applicant will use that invite code to register on your campaign. During their registration process, they will need to complete any required payment affiliated with their ticket or place a credit card on file if there is a minimum fundraising commitment in place.
Visit your campaign's Dashboard.
Select RegFlow on the left side menu.
Find the applicant you would like to invite under the Needs Review tab (if unranked) or Reviewed tab (if ranked). The provided search bar can help you locate them quickly.
Click on their name to open their application and select Send Invite.
A pop-up will appear that confirms the ticket type you are inviting them to register for. Under Invite Expiration, you can set an expiration period for the invite.
Click Send Invite. The Applicant Invite email will be sent to the applicant with a unique invite code and instructions about how to apply.
Tip: You can choose if and when the invite code expires. If your event is in high demand, placing an expiration on the invite can help you move through potential applicants faster. Available expiration options are: None, 24 hours, 48 hours, 72 hours.
After you send an invite, the application page will refresh to show the applicant's pending invite status and the expiration of their invite (if applied). If needed, you can revoke their invite to disable the invite code.
Once an applicant has been invited to apply, they move to the Invited tab within the RegFlow dashboard, where you can monitor successful, pending, and expired invites. Applicants that register successfully turn into participants on your campaign and you can access their participant profiles and fundraising progress (if applicable) under the Recruit menu of your campaign's main dashboard.
Frequently Asked Questions
An applicant applied for a ticket option that is sold out, but I want to offer them a spot under a different ticket option that they did not initially apply to. Can I invite them without making them reapply?
Yes! You can edit their application and change the ticket selection before sending the invite. Pull up their application, click Edit in the top right corner, then use the dropdown menu to change the ticket they are interested in. After saving your changes, send the invite.
Note: If you have already sent an invite to the applicant and need to change the ticket they are interested in, you'll need to revoke their initial invite before changing their ticket preference and sending another invite.
How can see all my applicants in RegFlow, invited or not invited?
You can download the RegFlow Applications report under the Reporting dashboard or by clicking Download in the top right corner when in your RegFlow dashboard. This report includes all your applicant contact info, including their status, rank, invite details, and application form responses.
Can I get updates about new applications or when applicant invites expire?
Yes. Turn on the Daily Campaign Digest to subscribe to notifications for your campaign. The digest includes a recap of the last 24 hours of activity, including new applications and expired invites.
I invited the wrong applicant by mistake. Can I undo sending an invite?
You can revoke the invite, but you cannot undo the email that the participant received notifying them they were invited to apply. Revoking an invite disables their invite code but does not trigger an email to the applicant, so we recommend you contact them to explain the invite was sent in error. To revoke an invite, pull up the applicant's application and select Revoke Invite.
A participant is reporting they did not receive the invite email. Can I resend an invite?
Yes. You can resend an invite by pulling up the applicant's application and selecting Resend Invite. Before resending, we recommend confirming that the applicant's email address is correct and doesn't include any typos. When viewing an application, click Edit in the top right corner to make any updates to their email address on file.