Note: RegFlow is specific to P2P In-Person Event and In-Person Event campaigns.
When using RegFlow, you will have built-in tools to review application submissions or waitlist submissions, rank submissions, and invite interested participants 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 a submission and view an interested participant's past fundraising history with your organization. Your organization can determine your preferred workflow for your review process.
Review and rank submissions
Incoming submissions (for Application or Waitlist) can be monitored under the Needs Review tab of your RegFlow dashboard.
Visit your campaign's Dashboard.
Select RegFlow on the left side menu.
Under Needs Review, click on a submission.
Confirm which ticket they are interested in and review their responses to the application form or waitlist form.
If the interested participant 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 their submission.
If desired, you can apply a Rank of High, Medium, or Low to the submission and click Save. This will remove the submission out of Needs Review and into the Reviewed tab where it can be further considered.
If you want this interested participant to register for your event, you can click Send Invite.
Note: If you do not rank a submission or proceed to sending an invite, it will remain in the Needs Review tab. Once a submission has been ranked, it moves to the Reviewed tab. Once an invite has been sent, it moves to the Invited tab.
Send invites
When you are ready to invite an applicant or waitlisted guest to register for your event, you can send an invitation that will include a unique invite code. The applicant or waitlisted guest will use that invite code to register on your campaign.
Note: You will not be able to send an invite if there are no spaces available. You can open more spaces by:
Revoking expired invites
Canceling an active participant's registration
Adjusting the ticket quantity available
Visit your campaign's Dashboard.
Select RegFlow on the left side menu.
Find the submission 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 the interested participant's name to open their submission and select Send Invite.
A pop-up will appear that confirms the ticket type you are inviting them to register for and how many spaces are available. Under Invite Expiration, you can set an expiration period for the invite.
Click Send Invite. The Applicant Invite Email or Waitlist Invite Email will be sent to the applicant or waitlisted guest with a unique invite code and instructions for registering.
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 registrants faster. Available expiration options are: None, 24 hours, 48 hours, 72 hours.
After you send an invite, the submission will refresh to show the interested participant'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 someone has been invited to apply, their submission moves to the Invited tab within the RegFlow dashboard, where you can monitor successful, pending, and expired invites. Applicants or waitlisted guests that register successfully turn into active 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
Someone applied for a ticket that is sold out, but I want to offer them a spot under a different ticket option. Can I invite them without making them resubmit their interest?
Yes! You can edit their submission and change the ticket selection before sending the invite. Pull up their submission, 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 someone 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 submissions in RegFlow, invited or not invited?
You can download the RegFlow report under the Reporting dashboard or by clicking Download in the top right corner when in your RegFlow dashboard. This report includes all submissions (for Applications or Waitlist), including contact info, status, rank, invite details, and form responses.
Can I get updates about new application submissions, waitlist submissions, or expiring invites?
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 application submissions, waitlist submissions, and expired invites.
I invited the wrong person by mistake. Can I undo sending an invite?
You can revoke the invite, but you cannot undo the email that the interested participant received notifying them they were invited to register. Revoking an invite disables their invite code but does not trigger an email to the interested participant, so we recommend you contact them to explain the invite was sent in error. To revoke an invite, pull up the their submission and select Revoke Invite.
An interested participant is reporting they did not receive the invite email. Can I resend an invite?
Yes. You can resend an invite by pulling up their submission and selecting Resend Invite. Before resending, we recommend confirming that the interested participant's email address is correct and doesn't include any typos. When viewing a submission, click Edit in the top right corner to make any updates to their email address on file.