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

Pending Registration is frequently used in golf association events and sometimes used in club events. It can be used for events without payment and events using payment processing with Stripe. It can be used for events with member-only, guest-only, 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 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 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 and those without an answer for that field will be placed on the pending registration list for manager approval. Pro players will not need manager approval and will be added to 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). In addition, the following tabs may be available to indicate the status of a player:

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.

By default, the table on this page will display several details. You can also add additional dynamic player roster profile fields to the table by clicking the "Fields" button and selecting which fields to add (as shown below).

The following fields are displayed by default and cannot be removed:

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.
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.
Priority: If you have set a waitlist priorty that is different then the entry order. Note: You can find more details about the priority order later in this article.

Sorting the Pending Players

You can sort your list in ascending or descending order by any available field (e.g., Team ID, Entry #, Handle, etc.) (as shown below).

Setting Pending Registration Priority Order

The priority order determines which players are automatically promoted to the confirmed list when a spot opens (if enabled in the Registration Center). By default, the pending list has no priority applied and is sorted by Entry #. You will have several options when setting a pending registration priority order:

Apply Table Order (All Players)
Apply Table Order (Selected Players)
Manual Set Priority
Shuffle (Random) Priority

Note: Any players added to the pending list after priority has been applied will appear at the bottom of the list without a priority value.

When applying a priority order, the following locations will be impacted:

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 Order."

Apply Table Order

Apply Table Order sets the priority order based on the current sort of the pending registration table. If you plan to sort the table by a custom field, you must first add that field to the table. To add a field to the table follow these directions:

Click "Fields" next to the player count.
Select the field from the list to be added (as shown below).
Click "Save Fields" to add the field to the pending registraiton table.

Apply Pending Registration Table Order for All Players

To apply pending registration table order priority for all players, follow these steps:

Navigate to Golfers > Manage Waitlist. Note: Make sure you are on the Pending Registration Tab.
Click the column header of the field to sort the table by. Note: You may need to click the header twice to sort the field in ascending or descending order.
(Optional) If you only want to apply the priority to select players, check the box next to their name. This will only apply the priority to the selected golfers.
Click Apply Table Order (as shown below).
Each golfer/team will now have a priority number assigned (as shown below).

Apply Pending Registration Table Order for Selected Players

To apply pending registration table order priority for selected players, follow these directions:

Navigate to Golfers > Manage Waitlist. Note: Make sure you are on the Pending Registration Tab.
Sort the table by the desired column header.
Select the players using the checkboxes (as shown below).
Click Apply Table Order. Priority is calculated and assigned for the selected players only. Priorities for unselected players are not affected (as shown below).
(Optional) Repeat these steps for each batch of players you wish to apply a specific sort order.

Manual Priority

Any player on the pending registration list can have their priority set manually. To set a priority manually, follow these directions:

Navigate to Golfers > Manage Waitlist. Note: Make sure you are on the Pending Registration Tab.
Click the Priority field for the player. Note: This can be done when adding a new priority or editing an existing priority field.
Enter a new priority value (as shown below).
Click "Enter" on your keyboard to apply the value.

When a priority is saved, the table refreshes and highlights the updated player. Priorities for lower-ranked players are automatically recalculated to ensure no two players share the same priority value.

Notes:

If another player already holds the priority number you enter, their priority will shift down by one, and all subsequent priorities will adjust accordingly (e.g., existing priority 4 becomes 5, 5 becomes 6, and so on).
Only positive numbers greater than 0 can be entered. Players with no priority set (N/A) are not affected by recalculation.

Shuffle Priority

You can also shuffle the pending registration list to change the player sort order and apply a priority. To do this, click "Shuffle" (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".

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.

Division on the Pending Registration List

If you use division limits, you will also see the division they register for.

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).

Event Roster Summary

You can view the overall summary of the registration statuses under the Golfers menu.

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...).