Registration & Approval
Host approval, waitlist, group join, and forms.
Common questions
When it's on, participants have to submit a request and you approve or decline it. The activity button changes to "Request to Join".
For paid activities, participants you approve have 24 hours to pay and receive a reminder email. For free activities, they're confirmed right away.
No. Request to Join and Waitlist can't be active at the same time — you can only choose one for a given activity. The system will reject it if you try to enable both.
When an activity is full and the waitlist is on, new participants automatically join the queue with a sequence number, and the capacity is never exceeded.
For now the system only handles the queue — there's no automatic call-up from the waitlist when a spot opens up.
Group Join determines whether participants can bring friends in a single registration (on by default). When it's off, the number of people is locked to the minimum you set.
The minimum per booking (1 by default) determines how many people must be registered at once. They're two different settings and can be combined.
The form is made up of default questions (name, email, phone) and additional questions you create — text, number, date, dropdown choices, gender, even image upload.
You can set the validation rules for each question (text length, number range, date range) and choose whether only the main registrant fills it out or every friend does too.
The default capacity is 10 and you set it when creating the activity. Capacity is counted per person booked — one registration for 5 people uses up 5 spots at once.
If you set the minimum per booking too high (equal to or exceeding the capacity), the app automatically lowers it to one below the capacity.
Full guide
Detailed rules for each related feature, plus important notes.
The Request to Join feature lets the host screen participants who join the activity. When this feature is on, participants must submit a request, and the host can approve or decline as needed. For paid activities, approved participants are asked to pay within 24 hours before they are confirmed. For free activities, approved participants are confirmed right away. This feature cannot be used together with the Waitlist.
- •You can turn the Request to Join feature on or off in Advanced Settings when creating or editing an activity.
- •The Request to Join and Waitlist features cannot be active at the same time. You can only choose one of them for a single activity.
- •When this feature is on, the button on the activity page changes to Request to Join instead of Join Now.
- •Participants who submit a request are added to the list with a status of waiting for your approval.
- •You can see all join requests on the Join Requests List page, complete with search by participant name or username, plus a button to load more data.
- •You can approve or decline each request via the Approve or Decline button on each participant.
- •If the activity is already full, new participants can still submit a request, but you cannot approve them until a spot opens up.
- •You can only approve or decline requests while the activity is still running as scheduled. If the activity has ended or been canceled, you can no longer approve or decline.
- •You can only approve or decline participants whose status is still waiting for approval. If a participant's status has changed, that action can no longer be taken.
- •For paid activities, participants you approve change to a waiting-for-payment status and receive a reminder email to pay within 24 hours. For free activities, approved participants are confirmed right away and get a notification that their request was approved.
- •If you decline a participant, that participant is removed from the activity. Messages the participant already sent in the activity chat group remain saved and are not deleted.
- •You can see the remaining spots available at the top of the Join Requests List page. The Approve button automatically disables when there are no open spots.
Important notes
• The Request to Join and Waitlist features cannot be active at the same time. If you try to turn on Request to Join while the Waitlist is still active, a confirmation will appear first and you can only use one of them.
• The approval flow differs between paid and free activities. For paid activities, approved participants change to a waiting-for-payment status and receive a reminder email (valid for 24 hours). For free activities, approved participants are confirmed right away and can check in.
• The Join Requests List shows all participants still waiting for approval. Each participant is shown with the number of friends who want to join along with them. You can approve or decline them one by one.
You can enable a waitlist for activities with limited capacity. When an activity is full, new participants automatically join the queue with a position number. You can see how many people are waiting on the activity detail page. This feature can't be used together with host approval mode.
- •You can enable the waitlist through Advanced Settings when creating or editing an activity. By default this feature is off.
- •The waitlist can't be used together with the host approval feature (participants must be approved before joining). You can only pick one, not both.
- •You can see the number of people currently waiting on the activity detail page.
- •The activity's capacity will never be exceeded. People can only join directly if there are still remaining spots. Once it's full, they automatically go onto the waitlist.
Important notes
• Relationship with host approval: these two features can't be active at the same time. With the approval feature, the host manually approves or rejects each participant. With the waitlist, participants are automatically placed in the queue based on the activity's capacity.
• The waitlist feature currently only handles the queue (placing participants who arrive when the activity is full). The system doesn't yet have a feature to automatically call people up from the queue when a spot opens up or a participant leaves.
• For activities with a waitlist, there's no automatic notification system or special payment deadline for participants in the queue.
The Group Join feature lets you control whether participants can bring friends in a single registration. You can turn this feature on or off and set a minimum number of people per registration. When the feature is on, participants can freely change the number of people (up to the available spots). When it's off, the number of people is locked at the minimum value you set, and participants can't change it. The backend validates the number of people when the participant proceeds to payment, before the registration is recorded.
- •You can turn Group Join on or off through Advanced Settings on the activity edit page.
- •By default this feature is on, so participants can bring a few friends in a single registration.
- •When the feature is off, participants can't change the number of people. The number is locked at the minimum you set (at least 1 person).
- •If a participant tries to register with more than the minimum while Group Join is off, their registration will be rejected.
- •The minimum number of people per registration (default 1) can be set by you in Advanced Settings on the activity edit page.
- •If Group Join is off and the minimum is set to 1, the participant is locked into joining alone. If the minimum is set to 3, the participant is locked at 3 people.
- •This feature stands on its own. Group Join doesn't conflict with the Request to Join feature (host approval) or the Waitlist, so all three can be used together.
- •The check on the number of people happens when the participant proceeds to payment, before their registration is actually recorded.
Important notes
• The minimum number and Group Join are two different settings. Group Join determines whether you can bring friends, while the minimum number determines the smallest number of people in each registration.
• If Group Join is off but the minimum is more than 1 (for example 3), participants still have to register for 3 people at once, all under the same person's name, and the number can't be changed.
• When Group Join is off, the Quantity field can only be viewed and can't be changed, with its value following the minimum number.
• The difference from Request to Join: Request to Join is about host approval before a participant can join, while Group Join is about how many people are in a single registration. Both can be active at the same time because they control different aspects of registration.
This feature lets hosts set the maximum participant capacity, the minimum number of participants per booking, and auto-cancellation if there are too few participants. Hosts can also enable join approval or a waitlist to manage participant registration.
- •Activity capacity: the maximum number of participants allowed to join. It defaults to 10, and you set it when you create the activity.
- •Minimum per booking: how many people must be registered together in a single booking. It defaults to 1, and you can change it via Advanced Settings when editing the activity.
- •When you set a minimum per booking that's too large (equal to or greater than the capacity), the app automatically lowers it to one less than the capacity to prevent a misconfiguration.
- •Every time someone registers, the system checks whether there are still enough remaining spots for the number of people booked. If there aren't enough, the registration is rejected with a notification that the activity is full.
- •If you enable the waitlist and the capacity is already full, new participants will join the waitlist. If there are already participants waiting their turn, the next participant also joins the waitlist even if the capacity isn't full yet.
- •If you enable join approval, participants who register will be in a state of awaiting your approval, and the capacity check is skipped for them.
- •If you turn off the option to register as a group, the number of participants is locked to the minimum. Participants can't change the number of people when paying.
- •Auto-Cancel has its own minimum participant threshold that's separate from the other settings. If by the deadline the number of confirmed participants is still below this number, the activity is canceled and participants' funds are refunded automatically.
Important notes
• The minimum per booking and the minimum threshold for auto-cancellation are two different things. The first sets how many people per booking, the second determines when the activity is auto-canceled because there are too few participants.
• The waitlist and join approval can't run at the same time. Only one of them applies in the registration flow.
• Capacity is counted based on the number of people booked, not per booking. One person registering for 5 people reduces 5 spots at once.
• The minus button is disabled once the number of people is equal to or below the minimum.
• There's no separately set maximum number of people per booking; the maximum always follows the remaining spots still available.
The registration form consists of built-in questions (name, email, phone) and additional questions created by the host. The host can set validation rules for each question and choose whether only the main registrant or all participants need to fill out the form.
- •There are two types of questions in the form: built-in questions that are already prepared (for example name, email, phone) and additional questions that you create yourself.
- •Built-in questions come in several types: text, email, number, number picker, date picker, choice from a list (dropdown), gender, and image upload.
- •Each question has a display order, an input type, a label or question title, validation rules, and a list of options if it is a dropdown.
- •You can apply validation rules to each question, such as minimum and maximum text length, smallest and largest number value, starting number, prefix or suffix text, a specific input format, and the earliest and latest date range that can be selected. These rules are checked when participants fill out the form in the app.
- •You can enable 'only the main registrant fills in the data' mode: if enabled, only the main registrant needs to fill out the form and friends' data is not requested. If disabled, every friend must also fill out their own questions.
- •The additional questions you create must be filled out by participants as long as the question has a title.
- •Questions whose answers are already auto-filled are shown in a separate section called 'General Info' that can be collapsed to keep the layout tidy.
- •Built-in questions are shown in a section that is separate from the additional questions you create.
- •When a participant registers for more than one person and 'only the main registrant' mode is not enabled, the participant can use the 'Copy to All Friends' button to copy the answers to the additional questions to all friends at once.
Important notes
• Quick registration mode: if the host enables it and all your inputs are already correct, the registration will be submitted automatically right after you finish filling it out.
• Questions whose answers are already auto-filled are placed in a collapsible panel, so the form layout is not too crowded.
• When registering for several people, the number of friends' data you fill in must be exactly equal to the number of participants minus one, and each friend must answer the same complete set of questions. Otherwise, registration cannot continue.
• Sensitive answers are stored securely by the system.
• The 'Copy to All Friends' feature only applies to additional questions created by the host, to make it easier to copy the same answers to all friends.
• Confirming the email twice only applies if you register as a guest and the activity requests an email. If you are already signed in to your account, you do not need to confirm your email.