Applications

Complete Application Workflow

Understanding the end-to-end process:

• 1. Applicant Submits Form - The interested party fills out the public application form on your website, selects desired events and categories, uploads required documents, and submits the application
• 2. System Creates Application - The system stores all form data, creates an application record, links it to selected events, and sends confirmation email to applicant
• 3. Admin Receives Notification - You receive a notification (dashboard, email) about the new application. It appears in the application list with "New" status
• 4. Admin Reviews Application - Open the application to review company details, contact information, selected events/categories, uploaded documents, and any custom field data
• 5. Admin Makes Decision - Based on your review, approve the application, reject it with a reason, request additional information, or place on waitlist
• 6. System Processes Approval - When approved: creates a Contact record (or links to existing), creates Event Participant entries for each selected event, generates login credentials, and sends approval email with portal access
• 7. Applicant Becomes Participant - The applicant can now log into the user portal, complete their profile, upload documents, select booths, order services, and view/pay invoices

What Happens on Approval

When you click "Approve", the system automatically:

• Creates Contact - A new contact record is created with company name, address, contact person details, and all form data. If a contact with the same email exists, you can choose to link to the existing one
• Assigns Categories - The contact is assigned to the selected categories, which determine their pricing tier, permissions, and available services
• Creates Participations - For each event the applicant selected, an event participation record is created. Initially marked as "not confirmed" until any required payments or submissions are completed
• Generates Credentials - A secure password is generated (or the applicant can set their own). Login email is the contact's email address
• Sends Welcome Email - An automatic email is sent with login credentials, portal URL, and next steps. You can customize this email template in Settings
• Logs Activity - The approval is logged in the activity log with timestamp, admin name, and details

Reviewing an Application

On the application detail page, you can see:

• Company Information - Company name, legal form, VAT ID, industry, website, and description submitted by the applicant
• Contact Person - Primary contact name, position, email, phone, and any secondary contacts
• Selected Events - Which events they want to participate in, shown with dates and availability status
• Selected Categories - Which exhibitor/participant categories they chose, with associated pricing
• Custom Field Responses - Answers to any custom questions you added to the form (product descriptions, special requirements, etc.)
• Uploaded Documents - Files the applicant uploaded (logos, catalogs, certificates). Click to download and review
• Rating - You can assign a 1-5 star rating for internal prioritization and filtering

Application Actions

Actions you can take on an application:

• Approve - Accept the application. Converts to contact and participant. Can select which events to approve if multiple were requested
• Reject - Decline the application. Enter a reason that will be included in the rejection email. The application is archived but not deleted
• Request Information - Send an email requesting additional details or documents. Application stays in pending status
• Add to Waitlist - If category is full, place applicant on waitlist. They will be notified when a spot opens
• Add Internal Note - Add notes visible only to your team. Use for review comments, follow-up reminders, or discussion points
• Edit Application - Correct or update any information before approval (e.g., fix typos, add missing data)
• Delete Application - Permanently remove the application. Only recommended for spam or test submissions

Bulk Processing

Efficiently handle multiple applications:

• Select Multiple - Use checkboxes to select multiple applications in the list
• Bulk Approve - Approve all selected applications at once with the same settings
• Bulk Reject - Reject multiple applications with a common reason
• Export Selection - Export selected applications to Excel for external review
• Assign Reviewer - Assign applications to team members for distributed processing

Filtering and Sorting

• By Status - Filter by New, In Progress, Approved, Rejected, Waitlist
• By Event - Show applications for a specific event only
• By Category - Filter by requested participant category
• By Date - Filter by submission date range
• By Rating - Sort by internal rating (highest first)
• Search - Search by company name, contact name, or email