Approve pending class registrations in bulk

Use a form’s Respondents tab to see which class registrations need approval and approve several together. The Pending approval badge helps you find requests without opening each response individually.

Before you start

Use a form that collects class or event registrations. You need access to its respondents and an Account Owner, Administrator or Attendant role to use bulk approval. The action is unavailable when viewing archived or abandoned responses.

If new registrations should require approval, edit the form’s class block. Under Registration rules, open Advanced options and enable Force pending status on registrations. For registration setup, see Selling classes and events.

Find pending registrations

Open Forms, choose the registration form and open Respondents.
Look for the Pending approval badge beside a class registration in the Registrations column. It means that registration still has at least one pending date within the current class filters. Expand a row’s registration list if needed.
Open the filter menu above the table. Under Classes, select Pending approval to show respondents with pending registrations.
Optionally narrow the list to a class or use the class tag filters. These filters also limit which registrations bulk approval includes.

Choose Filled in the filter menu to clear the pending approval filter. Check any remaining class or class tag filters when returning to the wider list.

Approve several registrations

Select the respondents you want to review using the checkboxes. The header checkbox selects the rows on the current page; repeat the workflow on other pages as needed.
Click Approve pending registrations. The number beside the action is the number of pending class registrations in your selection.
Review the confirmation window. It lists each participant, class and number of pending dates. Approval applies to all pending dates for those listed registrations.
Choose whether to Send confirmation email. If enabled, select a Template. Activity Messenger sends one confirmation email per approved participant and class, rather than one per class date. Turn the option off to approve without a confirmation email.
Click Approve and wait for the result. The respondents list refreshes after processing.

You can select respondents with no pending registrations alongside those who have pending registrations. Bulk approval excludes the respondents with no pending registrations and leaves their registrations unchanged. The action appears only when your selection includes at least one pending registration.

Understand the approval count

The success message counts class registrations, not respondents or individual class dates. One response can contain several participants or classes.

For example, four respondents each have one pending class registration, and one of them also has a pending registration for a second class. Approving the selection confirms five class registrations for four respondents. A fifth selected respondent whose registration was already approved remains unchanged. A registration with three pending dates still counts as one approved registration.

What approval changes

Approval confirms the pending class dates, updates the class participant counts and records the approval in the registration history. Dates already approved remain unchanged. When a registration has no pending dates remaining, its pending badge disappears.

Approval does not create or modify invoices, change invoice totals or balances, charge clients, or mark invoices paid. An approved registration can still have an unpaid invoice. Continue your usual payment follow-up separately.

Check the result

Some registrations were not approved: refresh the list, review those still pending and retry them. Other registrations in the same operation may have succeeded.
No registrations were approved: no pending registrations matched the current selection and class filters. Check the filters and refresh the list; another administrator may already have approved the registrations.
The action is missing: check your permissions, your selection and whether you are viewing archived or abandoned responses.