ℹ️ Plan Availability: This feature is available on the Pro and Premium plans. To upgrade your plan, reach out to customer support.
ℹ️ Info: Applications are part of the Event Programming (Beta) feature, alongside Guest and Schedule. Guest Applications let potential guests submit their own information, travel details, and event participation preferences for you to review, rather than you manually entering every guest yourself. Once approved, an applicant is automatically added as a guest for your event.
Looking for how applicants complete and submit an application? Check out our companion article, Submitting a Guest Application.
Creating a New Application
1. Hover over the Organize tab at the top of the homepage and select the event you wish to create an application for.
2. On your event dashboard, click the Event Programming (Beta) drop-down menu in the left-hand sidebar and select Application.
3. If this is your first application, click Create new application. If you already have applications set up, click the Create Application button in the top-right corner instead.
4. You'll need to fill out the general application information first before you can customize the application:
Application title*: Name your application clearly to reflect its purpose (e.g., "Motivational Speaker Application").
Cover picture: Upload a cover picture to visually represent the application. Recommended image size is 1280px width by 960px height (4:3 aspect ratio).
Status: Toggle between Draft and Live. Keep this set to Draft until you've finished customizing your application.
Application deadline*: Set the final date and time guests can submit their application.
Start time / End time: Enter the event's start and end date and time.
Description: Provide key details about the event and what applicants need to know.
Terms & Conditions: Outline the rules and guidelines applicants must agree to before submitting.
Visibility: Choose whether the application is Public (everyone can see it) or Private (accessible by link only).
Primary contact: Assign a primary contact person. When applicants click Contact organizer on the application, their messages will be sent to this contact.
Approval process: Choose whether applicants require manual approval or set up auto-approval so they're approved automatically upon submission.
Restrict applicants from editing application: Choose whether applicants can edit their submission after approval, after submission, or with no restriction.
Sessions: Decide if you'd like to tie this application to scheduled sessions. If enabled, choose whether the organizer selects the session(s) or the applicant does, then select which sessions to connect from your event schedule.
Contracts: Choose whether a contract should be generated and attached upon submission. If you select a contract, applicants will be required to review and sign it as part of applying.
5. Once all fields are filled out to your liking, click the Create application button in the bottom-right corner.
Customizing Your Application
Once your application is created, you'll land on the Application Information page, where you can review and continue customizing it.
To edit the general information you filled out in the steps above, click the ✎ icon in the top-right corner of the page.
Document Templates, Files, Instructions & Waivers
Scroll down to upload any documents, files, instructions, or waivers applicants should review, such as a rider or event schedule. Click + New Upload to add a file. Applicants will be able to view and download these documents, but not sign them. If you'd like applicants to sign a document, use the Contracts setting instead.
Questions
This is where you decide exactly what information you're collecting from applicants. Questions are organized into categories:
Event references
User information
Business information
Guest information
Contact information
Marketing information
Agent
Agency
Event information
Each category shows how many fields are currently enabled (e.g., "10/11 fields enabled"). Click the toggle next to a category to turn the entire section on or off for applicants, or click the chevron (˅) to expand a category and enable or disable individual fields within it.
Click + New Question to add a custom question of your own that isn't already included.
Jury Setup
If you'd like jurors to score or vote on applications as they come in, click + New Jury Question to set up a jury question. Learn more about setting up scoring, weighting, and jurors in our jury feature guide.
Messages
Create custom messages that are automatically sent to applicants at different stages of the process: Submission, Approve, Reject, and Waitlist. Each message shows when it's delivered (e.g., "Sent within approval message"). Click the pencil (✎) icon next to a message type to write or edit your custom message.
Making Your Application Live
Once you've finished customizing your application, scroll back to the top and toggle the Status from Draft to Live.
Double-check your Visibility setting is configured the way you want:
Live + Private: Only those with the direct link can access and apply. It won't be publicly listed.
Live + Public: Anyone can find and apply to the application, and it will be displayed publicly.
Sharing Your Application
On the Application Information page, you'll find:
Link: A direct URL to your application. Click Share next to it to open sharing options.
QR Code: A scannable code linking directly to your application. Click Download to save it for use on flyers, signage, or programs.
Managing Your Applications
Back on the main Applications page, each application you've created appears as a card showing its Visibility, Deadline, Status, and Description. From here you can:
Preview application: View the application exactly as applicants will see it.
Edit application: Jump back into the Application Information page to make changes.
Delete: Permanently remove the application from your event.
Managing Guest Applications
Once someone submits a guest application, it's ready for you to review.
1. On your event dashboard, click the Event Programming (Beta) drop-down menu and select Guest.
2. Click the Applicants tab. Here you'll see a table listing every submission with the applicant's name, the application they submitted, their status, the date submitted, and, if you've set up jury scoring, their Avg Score / Jurors.
3. Click the applicant's name to open their Submission details page. At the top, you'll see action buttons to manage the application:
Approve: Approves the application and adds the applicant as a guest for your event.
Reject: Denies the application.
Waitlist: Places the application on the waitlist for later consideration.
Withdraw: Withdraws the application.
Message: Send a direct message to the applicant.
⚠️ Heads Up: Unlike other application types, clicking Approve, Reject, Waitlist, or Withdraw on a guest application takes action immediately, there's no confirmation modal to add a custom message first. The applicant will automatically receive the corresponding approval, rejection, waitlist, or withdrawal email based on the messages you set up in the Messages section when customizing your application.
4. Below the action buttons, you'll find the full Submission details, including the Application name, Confirmation ID, Status, Submitted date, and who it was Submitted by.
Scrolling down shows the complete breakdown of everything the applicant entered: User information, Business information, Guest information, Representative, Sessions, and Contracts (if one was attached), along with any Jury responses if jury scoring is enabled.
Once approved, the applicant is automatically added to your Guests tab, where you can manage their profile just like any other guest.