Approve/Reject Registrations - Comprehensive Feature Guide

    Overview

    By default, registrations for your event are confirmed automatically. If you want to review each entry before it is confirmed, turn on manual confirmation for the event. Registrations then arrive as Pending, and you approve or reject each one from the Registration Management page.

    Purpose: Give organisers control over who is confirmed for an event when vetting, eligibility checks, or capacity management require a manual review.

    Who Can Use This Feature

    • Organiser Admin — full access for their organisation's events
    • Organiser Contributor — access for events they manage

    Prerequisites

    • An organiser account with admin or contributor access
    • An event with Approve each entry by hand turned on
    • Pending registrations to review

    Turning On Manual Confirmation

    Manual confirmation is set per event, on the event create or edit form:

    1. Open your event's edit page (or create a new event).
    2. In the event's main details, just below Visibility, tick Approve each entry by hand.
    3. Save the event.

    When this is on, new registrations stay Pending until an organiser approves them. When it is off, registrations are confirmed automatically.

    The tick box only appears if entries are taken on Horsify. If your event's registration method sends riders somewhere else — an external entry site, or entries by email — there is nothing for Horsify to approve, so the setting is hidden.

    Reviewing Pending Registrations

    1. Open the Registration Management page (Registrations in the organiser menu).
    2. Use the Filter by Event dropdown to select your event, and click the Pending status button to show only entries awaiting review. The Pending button shows a live count.
    3. Click View on any entry to open its full detail page — rider, horse, class entries, payment status, and any form responses — so you can make an informed decision.

    Approving or Rejecting a Registration

    Each pending registration has Approve and Reject buttons in its Actions column.

    • Approve — a confirmation dialog appears; confirm to change the registration to Confirmed. The rider is notified.
    • Reject — a confirmation dialog appears; confirm to reject the registration. The rider is notified that their registration was not approved.

    There is no separate rejection-reason form — approving or rejecting is a single confirm step, and Horsify sends the rider the appropriate notification automatically.

    A rejected registration is recorded as Cancelled, which is why it disappears from the Pending filter and turns up under Cancelled. That is also the status where the Refund action becomes available, if the rider had already paid.

    Approving or Rejecting in Bulk

    To process several pending registrations at once:

    1. On the Registration Management table, tick the checkboxes for the registrations you want to process.
    2. When your selection includes pending registrations, a bulk actions panel appears.
    3. Click Approve Selected or Reject Selected. The count of affected registrations is shown on the button.

    Each rider is notified as their registration is approved or rejected, the same as the single-entry actions.

    Cancellation Requests

    When a rider asks to cancel a confirmed entry, it moves to Pending Cancellation. This is separate from approving new registrations: you approve the cancellation to release the place, or reject it to keep the rider confirmed. Use the Pending Cancellation status filter to find these, then use the Approve / Reject buttons on those rows. The bulk panel has its own separate Approve Selected / Reject Selected buttons for cancellations, so approving a batch of new entries and a batch of cancellation requests are never confused with each other.

    If the rider gave a reason when they asked to cancel, it's shown on their row.

    What happens to the money:

    • Approving a cancellation refunds the rider in full. If they paid online by card, the whole payment goes back to their card automatically, and any club credit they used on the entry is restored. An entry paid by cash or bank transfer isn't refunded automatically — pay that back yourself. If an automatic refund doesn't go through, the cancellation still stands; use the Refund action on the cancelled entry.
    • Rejecting a cancellation refunds nothing. The rider stays confirmed, exactly as before they asked.

    There's no partial refund on this action: approving always refunds the whole card payment.

    Common Issues

    The rider says they didn't receive the email

    • Confirm the rider's email address is correct on their registration.
    • Ask them to check their spam or junk folder.
    • Use Confirm Email on the registration to resend the confirmation.

    I approved or rejected the wrong registration

    • If you rejected in error, contact the rider and ask them to register again, then approve the new entry.
    • If a payment had been made, use the Refund action on the cancelled entry.

    Related Features

    Support

    Published:
    Event Cancellation Guide
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