Approval Flow is the key to unlocking your team’s scaled event program. Team members submit events to reviewers who can approve or decline the requests.
In this article, learn how to request, approve, decline, and manage events.
|This feature is available to Enterprise plans|
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How Approval Flow works
An Approval Flow is a process where members of your team known as “Requesters” can create events that are either approved or declined by a designated “Approver.”
Approvers and Requesters are established during the Approval Flow setup. Requesters can only publish and promote approved events.
Check out the chart below for the full Approval Flow process.
Requesting an event
Each team's unique Approval Flow setup will determine where events are requested.
After a Requester creates an event, they receive an email confirmation with the details of the event request. In their account, the event is moved to a “Pending Approval” status.
Requesters can see this event in their Events Dashboard and use the Approval Status column for reference.
There are a few important things to note about events that are Pending Approval:
- These events cannot be published, meaning the event URL will not be accessible to any visitors outside of logged-in users with access to the event page.
- These events cannot collect registrations nor sell tickets.
- Event owners and collaborators cannot send emails from these events.
- Test RSVPs and test emails may be sent by a logged-in user with access to the event page.
Warning: When requesting an event, you must be logged into your Splash account in order for Approvers to receive the new event request.
Approving or declining an event
Approvers receive an email notification for every new event request. The event will also appear in their Events Dashboard with a Pending Approval status.
Approvers can open the event and learn more about it by clicking More Details in the Event Overview or by navigating to Event Settings.
Once an Approver is ready, they may decide to approve or decline an event from inside the event’s overview, or using the Event Dashboard:
- Approving an event: This will change the status of the event to Approved in both the Approver and Requester’s Event Dashboard and trigger an email to the Requester. The Requester will now be able to publish the event when ready.
- Declining an event. This will change the status of the event to Declined in both the Approver and Requester’s Event Dashboard and trigger an email to the Requester.
Note: Once an Approver has approved or declined the event, they cannot undo their decision.
Approve or decline multiple events at once by selecting the events in the Events Dashboard and clicking Approve or Decline. If changes need to be made to a declined event, Requesters will need to submit a new request
Need another account to be able to approve events? Their account needs to be set as a Group Manager in your team's approval group.
Managing events from the Events Dashboard
At any time, an Approver or Requester can see the status of events on their Events Dashboard.
- Add the Approval Status column to see which events are Pending Approval, Approved, or Declined.
- Filter by Approval Status to get a more granular view of events.
- Approvers can sort by Earliest Requested to see Pending Events in order of the date they were requested. This is a great way to prioritize outstanding events based on their creation date.
- Approvers can select multiple events on their dashboard to bulk approve or decline them. If an event has already been approved or declined, it will not be updated.
Approval Flow reporting
The status of each Approval Flow request is tracked in the Reporting dashboard.
To access the Approval Flow report:
- Click the Reporting tab.
- Select Event Requests from the Account Overview dropdown.
The report includes the following:
- Approval Status
- Event Description
- Event End Date
- Event End Time
- Event ID
- Event Start Date
- Event Start Time
- Event Title
- Event Type
- First Name
- Last Name
Note: Reporting is available to Admin and Admin (Basic) roles.