Some events can’t be open to just anyone. A women’s meetup, a dinner at your place with people you haven’t met yet, a workshop where skill level matters, a private party in a venue with a capacity limit: in all of these, you want to share the announcement widely but still choose who comes. That’s what approval-based registration is for: each person sends a request, and you accept it or not. Here’s how to set it up properly, from the sign-up form to the day itself.
1. When Approval-Based Registration Makes Sense
Approving each registration adds a step, for you and for the people signing up. It’s worth it when at least one of these is true:
- The audience is defined: a women-only evening, an age range, members of a club or association, people from one neighbourhood.
- The venue is private: your apartment, a studio, somewhere whose address you don’t want to publish.
- The group’s balance matters: mixed levels in a workshop, a mix of newcomers and regulars, very few spots.
- You’re sharing the announcement publicly: social media, neighbourhood groups, a poster. Without approval, anyone can sign up.
For a dinner with close friends, you don’t need it: a guest list is enough (see our guide to free online guest lists).
2. Write an Announcement That States the Rules Clearly
A good announcement heads off half the rejections. It spells out:
- Who the event is for (“women’s evening, ages 25–40”, “beginners welcome”, “members only”).
- How many spots there are, and that requests are approved one by one.
- When people will hear back: “I reply to every request within 48 hours.”
- What’s shared once someone is accepted: the exact address, the door code, a number to reach you.
- Any cost, and who pays it.
The clearer the rules, the fewer requests you’ll have to turn down, and the less a “no” will sting.
3. Ask Only What You Need to Decide
To choose, you need a minimum of information, not a file on each person. A first name, a way to get in touch, and one or two questions are enough:
- a yes/no question that checks your main criterion (“Are you between 25 and 40?”, “Have you done pottery before?”);
- if needed, a short introduction, which you can ask for by message once the request comes in, if you’re unsure.
Every extra question costs you requests. And never ask for sensitive information you don’t need.
4. Pick a Selection Method and Stick to It
Accepting people on gut feeling quickly gets uncomfortable when requests come in by the dozen. Decide in advance:
- First come, first accepted, among people who meet the criterion. It’s the simplest rule and the fairest.
- A balance to keep: for example, half newcomers, or a mix of levels.
- Accept slightly more people than you have spots if you know some won’t show up. For a free evening among strangers, expect 10 to 20% no-shows.
Reply quickly: someone who waits three days has often made other plans in the meantime. And when you say no, keep it simple, with no detailed justification (“The evening is full this time, I’ll keep your details for the next one”).
5. Cap the Spots and Keep a Waitlist
The number of spots depends on the venue, its capacity, or how many people you can look after. Count it in people, not sign-ups: if plus-ones are allowed, one request can take two or three spots.
Once you’re full, write down the next requests in the order they arrive. At the first cancellation, offer the spot to the first person on the list, with a deadline to reply.
6. Share the Address Only With Accepted Guests
This is often the very reason for approval: you don’t want your address going around. In the public announcement, give only the neighbourhood or a generic name (“Marie’s place, Paris”). The exact address, the floor, the door code and your number for the day go only to the people you’ve accepted.
7. On the Day: A List at the Door
Keep the list of accepted guests close at hand. If there are a lot of you, one person at the door ticking off first names is enough. For a bigger event, checking tickets or QR codes at the entrance keeps out anyone who didn’t register.
With Torool: One Public Link, Requests You Approve
Here’s how these steps work in Torool, without overstating what the tool does.
Approval. When you create the event, open “More options” and turn on “Approve each reply”; you can also turn it on later in the event’s registration settings (“Approve each registration”). People who open your link see “This event requires approval” and a “Get on the list” button. They reply from their browser, with their first name, with no app or account; email is optional unless you make it required.
Sorting. Requests land in your guest list with the status “Pending”, which you can filter. To accept someone, switch their status to “Coming” (there’s also a bulk “Mark yes” action). If the person left their email, they receive “Your spot is confirmed”, with the date, the place and a link to their details. To decline, switch them to “Declined” or remove them from the list: no rejection email is sent, so it’s up to you to let them know if you want to.
The question. You can add a yes/no question (“Are you between 25 and 40?”). For a more open introduction, message the person directly.
Spots. Set a number of spots when you create the event; plus-ones, if you allow them, count toward it. When it’s full, the link shows “It’s full” and stops accepting replies. A reply deadline closes the form automatically, and you can also close registration in one tap. The waitlist is yours to keep.
The place. Fill in a “Public name” (for example “Marie’s place”) alongside the full address and the floor or door code: the exact address is shown only to people whose reply is “I’m coming”, so on an approval-based event, only after you’ve accepted them. The same goes for “Your contact for the day”, which is optional.
All of this is free, for unlimited events and guests. Door check-in (QR pass and scanning) is part of Premium, at €4.99/month, along with the seating plan and payment requests to guests on the web.
Frequently Asked Questions
Can someone who was turned down still show up?
If the address was shared only with accepted guests, it’s unlikely. At the door, a list of accepted first names settles any remaining cases.
How long should requests stay open?
Set a registration deadline a few days before the event: you have time to reply to everyone, and accepted guests have time to make their plans.
Should I tell people they weren’t accepted?
Yes, it’s more respectful than silence. A short, kind message is enough, ideally with an invitation to a future edition.
Key Takeaways
An announcement that states the rules, one or two questions to decide, a selection method set in advance, spots counted in people, an address reserved for accepted guests: an approval-based event is easy to run without a spreadsheet. To apply it to an evening among strangers, see our guide to hosting a party to meet new people, and for a regular workshop, the one on managing workshop sign-ups.