Request to Join and Participant Approvals
Updated 2 months ago
.
Request to Join and Participant Approvals
Request to Join lets a prospective participant submit their own trip signup form from the public trip page. Gratona creates or updates the donor record, adds the person to the trip in Requested status, and lets your team review the request before granting full participant access.
Screenshot placeholder: Public trip page showing the Request to Join button
When Request to Join appears
The Request to Join button only appears when:
the trip status is Active
the selected Trips Program Settings record has Request to Join enabled
See Trip Settings for how the trip inherits this behavior from its selected Program Settings.
What the public form uses
When a visitor clicks Request to Join, HYS opens a form built from the trip's donor form configuration.
The form can include:
email address
standard donor fields that are visible and required for the trip
custom public donor-form fields, except internal-only fields such as custom ID counters
Screenshot placeholder: Request to Join form using the trip donor form fields
Submitting a join request uses the trip's donor form and creates the donor profile automatically if needed.
What happens after submission
After a successful submission:
Gratona creates or reuses the donor record
HYS creates a trip participant record
the participant is added with Requested status
Each person can only have one active join request per trip. Duplicate requests for the same trip and email address are blocked.
Review requests from the Participants tab
To approve a join request:
Open the trip in Trip Details.
Go to Participant Management.
Filter the roster by Requested if needed.
Click Edit on the participant.
Change the status from Requested to Active.
Save the participant.
Once the participant is active, you can send their invitation, background check, and e-signature workflows as needed.
If Request to Join is missing
Check these items:
the trip is Active
the trip is using the correct Trips Program Settings
Request to Join is enabled in that Program Settings record
the public trip page is opening the correct trip