Invitation-Only and Approval

Calix has two ways to control who registers. Both are in use at Wiredin. Pick by asking one question: do you know who is invited before they register?

	Hidden registration type (promo code)	Approval
Use when	You know who is invited. You send them a code or link	Anyone can apply, and you screen each person before confirming
Who can register	Only people with the code or link see the registration type	Anyone who opens the event page
Your work	Create the code once, send it out	Review and approve or decline every registration
Delegate gets their registration email	Immediately	Only after you approve and click Send confirmations
Paid registrations	Work normally	Not held. Approval applies to free registrations only
Turned on in	The registration type, plus Promo Codes	Event Settings > Event Features

You can also combine them on one event: for example an open registration type that needs approval, plus a hidden complimentary type for invited guests.

Option 1: hide a registration type behind a promo code

1. Event menu > Registrations & Add-ons. Create or edit the registration type.
2. At the bottom of the form, click More options: hide from public, sale dates, limits, taxes & fees. Under Visibility, switch on Hide product unless user has applicable promo code. Save.
3. Open Promo Codes and click Create.
4. Enter a Code. Set Discount Type to No Discount (or Percentage at 100% for a free place on a paid type).
5. Under What products does this code apply to?, pick the hidden registration type.
6. Click Create Promo Code.
7. In the code's menu, click Copy URL. This copies the event link with the code already in it. Send that link only to the people you are inviting.

Everyone else never sees that registration type on the event page.

Example: sponsor links (10 free places for MSD)

A paid event has a public link. A sponsor such as MSD covers 10 places and needs its own link that nobody else sees.

1. Registrations & Add-ons > Create > Registration or Add-on. Name it "MSD Sponsored Delegate", Price Type Free Product, Quantity Available 10.
2. Click More options: hide from public, sale dates, limits, taxes & fees. Switch on Hide product unless user has applicable promo code. Click Create Product.
3. Promo Codes > Create Promo Code. Use a code that is hard to guess, for example MSD-7K3Q. Discount Type: No Discount. What products does this code apply to?: only "MSD Sponsored Delegate". How many times can this code be used?: 10. Save.
4. In the code's menu, click Copy URL and send it to MSD only.

Repeat for each sponsor with its own registration type and code. A separate type per sponsor means the delegate export shows exactly who each sponsor covered.

Sponsored HCP places are a transfer of value

Keep the per-sponsor list, and make sure HCPs are selected by the organizer or society, not the sponsor's sales team. Check the applicable pharma code and regulator rules.

Option 2: approve each registration

1. Event Settings > Event Features > switch on Require approval for registrations. Click Save. Approvals appears in the event menu.
2. New free registrations wait in Approvals > Under review.
3. Select delegates and click Approve or Decline.
4. Approving does not email anyone. The status shows "Approved, not notified".
5. On the Approved tab, select delegates and click Send confirmations. They now get their registration email with their QR.
6. On the Declined tab, click Send declines to send your decline message. You can edit the subject and text before sending.

Existing registrations are not affected when you switch approval on.

What delegates receive with approval

1. When they register: "Your registration is under review". Automatic.
2. When you click Send confirmations: their registration email, "Your registration for (event name)".
3. If declined, only when you click Send declines: your decline message.

Do not also send a "you're approved" note from Messages. Send confirmations already is that message, so delegates would get two.

Related

• Event Setup: creating registration types.
• Registrations & Check-in: the same promo-code method for walk-ins at the desk.
• Reports: the Promo Codes Report shows who used which code.