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When using Event and League Registration for an event, there may be cases where managers need to approve player registrations before placing them on the event roster. After submitting their registration for approval, players and teams are placed in a pending status until the manager approves or rejects their registration.

Pending Registration is frequently used in golf association events and sometimes used in club events. It can be used for events without payment and event using payment processing with Stripe. It can be used in events with member-only registration, guest-only registration, and member+guest registration.

In this article, we will discuss how to set up and manage pending registrations while using Event and League Registration.

Setting up Pending Registration:

To enable Pending Registration for an event, Follow these directions:

Go to Event > Registration Center > Registration Enablement (as shown below). For more details on all the options within the Registration Center, Click Here.
Select "Enable Registration."
1. If collecting payments during registration, select "Enable Registration with Credit Card Payments." (Note: Payments collected using Stripe will always be deferred until a player/team is confirmed).
2. If you have a player limit that requires a waitlist, enter the number.
Click "Save."
Now go Go to the "Registration Setup" tab to set up your registration form. When setting up the registration form, there is an option to enable Pending Registration.

There are two Pending Registration Options:
1. All golfers added to Pending Registration: All players who submit their registration are automatically placed on the Pending Registration list.
2. Golfers with the following custom field answers added to Pending Registration: Players with the selected custom field answer are automatically moved to the Pending Registration. Players with the other select custom field answers are automatically approved and placed on the event roster.
  
  In the example above, amateur players will be placed on the pending registration list for manager approval, and those who do not have an answer for that custom fields. Pro players will not need manager approval, and they will be placed on the event roster after registration.
Click "Save" after you are finished setting up the Registration Center option.
If you are collecting credit card payments, set up the payments in Event > Registration Payment, then open registration when ready. For details about setting up registration payment, Click Here.

Displaying the Pending registration list on the Portal:

If you would like to display the pending registration list on the portal, so players can see who is on the list, this can be done from the Registration Enablement tab in the Registration Center. To display the list, follow these directions:

Navigate to League/Event > Event/League > Registration Center > Registration Enablement.
Check the Box "Include List of Participants in Registration.
Check the Box "Golfers on the pending registration list" (as shown below).
Click "Save".

Note: The list of participants must be shown on the portal to display golfers on the pending list.

Managing the Pending Registrations:

As players submit their registration, managers can approve and deny pending registrations by going to Golfers > Manage Waitlist (as shown below). There will be four tabs available that indicate the status of the players:

Pending Registrations: Golfers who have registered for an event with pending registration.
Waitlist: Golfers who have registered for an event, but have been added to the waitlist. For more details about using a waitlist, Click Here.
Confirmed: Golfers who have been confirmed for the event.
Credit Card Processing (If using credit card processing): This tab will only display when a credit card is being processed.

The table on this page will display several details:

Team ID: Each individual or team that registers for an event will be assigned a team ID.
Entry #: The order in which golfers were registered for an event/league.
Handle: The player's name in the Handle format.
H.I.: Players Handicap Index.
GHIN/WHS: Player's ID for the Handicap Service Provider utilized.
Email: Player's email address.
Combined Team H.I.: Displayed all the players in the team's combined Team H.I. Note: This column will only be displayed if the team Handicap Index eligibility criteria is enabled for your account.
Affiliation: Displays the player's affiliation. Must be enabled by clicking "Display Affiliation" by golfer count. Note: This column will only be displayed if the team Handicap Index eligibility criteria is enabled for your account.
Amount Due: The total amount due for the registration, with an option to edit the credit card details if needed. Note: This will be displayed if using a paid registration.
Amount Paid: Total amount paid for the registration. Note: This will be displayed if you are using paid registration.
Division(s): Divisions a player/team is registered to, if using divisions.

Sorting the Pending Players:

You can sort your list in ascending or descending order based on any of the available fields (e.g., Team ID, Entry #, Handle, etc.) (as shown below).

Changing Players Status:

You can move players from one status (e.g., waitlist, confirmed, pending) to another by selecting the golfers, clicking the "Move Selected Golfers To" dropdown, selecting the status you'd like to move them, and clicking "Go".

Shuffle Pending Players:

You can also shuffle the pending list to change the player order. This can be done by clicking "Shuffle" (as shown below).

The change in order will affect:

Player order on the Player Portal Page
Player order on the List of Participants Portal Page
Player order if using Automatic Promotions from the wait list

If necessary, you can always revert to the original order by clicking "Clear Shuffle".

Credit Card Processing:

If using credit card processing, you can change the fee of a pending registration (if necessary) before processing the credit card (as shown below).

When charging the credit card, registration will temporarily be placed in the "Credit Card Processing" tab (as shown below).

If the credit card payment is approved, they will be placed on the confirmed roster, and their credit card will be charged. If the credit card payment were denied, they would be placed back into pending status with a warning message and the ability to edit the credit card (as shown below).

For events collecting credit card payments, you can also bypass credit card payments for a player by selecting the player and then selecting "Confirm and Skip Charge" on the top right.

Editing Players' Credit Card Details:

When using pending registration, there are certain times that a player's credit card might need to be updated, or get declined when trying to transition a player from pending to registered. In these cases, a manager can update a player's credit card information from the waitlist (Golfers > Manage Waitlist). To update a player's credit card information, follow these directions:

Go to Golfers > Manage Waitlist.
Find the golfer you would like to update information for and click "Edit Card" (as shown below).
You will be redirected to the registration payment portal page, where you can update the player's credit card information (as shown below). Note: If a card cannot be authorized when updating credit card information, the original payment method will not be updated.
Click "Update card," and the player's credit card information will be updated.

Teams on the Pending List:

If the event is taking team registration, the players will be grouped into teams for manager approval.

Note: If you are creating an event with divisions, and there is a player limit for division, you can create division limits separately. For more details on setting division limits, Click Here.

Players on the Pending List:

When reviewing the pending registrations, you can click on the players to view their profile to see more details.

Managing Pending Players:

When going to the event roster (Golfers > Event Roster), you can filter players by their registration status. Click on the "Include:" dropdown above to select what players you'd like to view on the roster.

Players with the orange circle have their registration pending, players with a yellow circle are waitlisted, and confirmed players do not have a circle.

Deleting a Player from the Pending Registration:

If you need to delete a player from the pending registration list, follow these directions:

Go to Golfers > Event/League Roster.
Click the dropdown for "Include" and select "Pending Registration" if not already checked (as shown below).
Search for the players.
Select the "action" dropdown for the player and click "Delete" (as shown below).

After the player is deleted, they will still show on the roster but are considered deleted from the event, as signified by the red dot next to their name (as shown below).

Roster Activity Logs:

You can also view the log of activity by going to Event/League > Roster Activity Log. On this page, you can see when and how players were moved to and from the pending registration list and when credit card information was updated.

Player Registration Experience:

When registering for an event with Pending Registration, players will be presented with the following registration form.

During the registration process, they will be reminded that their registration needs to be approved before being confirmed for the event.

Player Emails Confirmations:

When Using Pending Registration, players may receive several different emails depending on the status of their registration. The following emails can be modified by going to Golfers > Email Configuration and press edit for the email you would like to modify. For more details about configuring your emails, Click Here.

After submitting their registration, player will get a confirmation email (When golfer registers on the pending list...).

If you move a player from pending to waitlist, they will get an email (When golfer is moved from the pending list to the waitlist...).

If you move a player from the waitlist to pending, they will get an email (When golfer is moved from the waitlist to pending list...).

They might receive the last email when the player is moved from the pending list to confirmed (When golfer is promoted from the pending list to confirmed...).