Registration & Approval
Host approval, waitlist, group join, and forms.
Common questions
When it's on, participants have to submit a request and you approve or decline it. The activity button changes to "Request to Join".
For paid activities, participants you approve are asked by notification and email to pay within 24 hours. For free activities, they're confirmed right away. You can only approve while enough spots are free for everyone in that request, and people you decline aren't notified.
Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu
No. Request to Join and Waitlist can't be active at the same time, so you can only choose one for a given activity. The system will reject it if you try to enable both.
When an activity is full and the waitlist is on, new participants automatically join the queue with a sequence number, and the capacity is never exceeded.
The queue runs itself. The system checks your activity every 5 minutes, and when a spot frees up (a participant leaving, say) one person from the queue is called up: they get a notification and an email with a payment link. People aren't always called up in the order they joined the queue. If your activity uses a seating plan, they're also given one of the free seats automatically.
One check calls up one person, even if more than one spot is free. If that person doesn't go through with the payment, their hold is released and a later check calls up someone else.
A booking for several people is only called up once enough spots are free for all of them: a 2-person booking isn't called up while one spot is left. Meanwhile a smaller booking further down the queue that fits can be called up first.
Tell your participants to complete payment as soon as they're called up. The message may mention a 24-hour deadline, but a waitlist spot is only held briefly: if no payment has been started, it passes to the next person.
Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu
Group Join determines whether participants can bring friends in a single registration (on by default). When it's off, the number of people is locked to the minimum you set.
The minimum per booking (1 by default) determines how many people must be registered at once. They're two different settings and can be combined.
Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu
Combine two settings: set the minimum quantity to your package size, then turn Group Join off. For a couple ticket, set the minimum to 2 and turn Group Join off.
The Quantity field is then locked at 2: a participant can't register for 1 person, nor for 3. Ideal for paired padel formats, couple tickets, or community packages with a fixed size.
If Group Join is left on, the minimum is only a floor and participants can still raise the number of people until the remaining slots run out.
The form is made up of default questions (name, email, phone), questions from the KUYY catalogue, and questions you write yourself. Your own questions can be a short answer, a dropdown, or an image upload (images need Premium). The KUYY catalogue adds other types such as number, date, gender, and autocomplete (the participant types and gets a list of suggestions), and some of them come with their own answer options, for example domicile, blood type, ID card type and nationality.
The Verified Phone Number question, which requires the registrant to be signed in with a verified number, is for the Business plan only and can only be added when creating the activity. You can also choose whether only the main registrant fills the form out or every friend does too.
The default capacity is 10 and you set it when creating the activity. Capacity is counted per person booked, so one registration for 5 people uses up 5 spots at once.
If you set the minimum per booking too high (equal to or exceeding the capacity), the app automatically lowers it to one below the capacity.
Yes, and it is free for every host. This is not a Premium feature. In the app, open Advanced date settings, turn on "Registration deadline", then fill in Close Date and Close Time.
On the web dashboard, open the Date and Time section, click More Settings, then turn on "Registration Deadline" inside Date and Time Settings. You can switch the deadline on or off at any time from Edit Activity.
A fixed date. What you save is one specific date and time, not a relative rule such as "always one day before" or "2 hours before the start". The time follows the activity's timezone, not the timezone of the participant's phone or computer.
When you first switch the toggle on, the app prefills it with the activity's end time, while the web dashboard prefills 1 hour before the start. Those two defaults are different, so always check the date and time before saving.
New registrations are rejected, but on-the-spot sales at the venue are not. The host's on-the-spot flow is exempt from the registration deadline for every payment method (QRIS, bank transfer/VA, pass, and recorded cash), and stays open until 24 hours after the activity ends. An offline on-the-spot queue that only syncs after the deadline is accepted on the same terms, as long as it syncs inside that 24-hour window; capacity and a cancelled activity still block it. Recording money taken outside KUYY (cash or transfer) is a Business plan feature, and that money does not go into your KUYY Balance.
Three routes can still add participants: a Request to Join you approve or someone called up from the Waitlist, a participant accepting a Send Spot transfer from a friend (still possible until the activity starts), and importing participants via CSV. Use one of those if you need to add someone at the last minute.
Full guide
Detailed rules for each related feature, plus important notes.
Request to Join lets you screen who joins. When it's on, participants send a request without paying first, and you approve or reject it. On a paid activity, an approved participant has 24 hours to pay before they're confirmed; on a free activity, an approved participant is confirmed right away. This feature can't be used together with the Waitlist.
- •Turn on Request to Join (in the app: Enable join request) in Advanced settings when creating or editing an activity. To make it the default for every new activity, turn on Request to Join in Activity Settings.
- •Request to Join and the Waitlist can't be on at the same time. You can only choose one of them for an activity.
- •While it's on, the button on the activity page changes to Request to Join.
- •All requests appear on the Join Requests page, with the number of friends each person wants to bring, a search by name or username, and the remaining spots at the top. Add-friends requests from participants who are already registered appear here too.
- •Tap Approve or Reject on each request. You can only act on a request while the activity is still scheduled and the request is still waiting.
- •If the activity is full, people can still send requests, but you can't approve them until enough spots are free for everyone in that request.
- •Paid activity: a participant you approve moves to awaiting payment and gets a notification plus an email with a payment link valid for 24 hours. Free activity: an approved participant is confirmed right away and gets a notification.
- •A participant you reject is removed from the request list without being notified, and they can send a new request.
- •Turning Request to Join off on an activity that already has requests removes every request still waiting; it doesn't approve them. Handle the open requests before you turn it off.
Important notes
• Request to Join and the Waitlist can't be on at the same time; if you turn one on while the other is active, you're asked to choose.
• Requests still waiting for approval don't take up the activity's capacity.
• If the activity has a seating plan, participants pick their seats when they send the request.
You can enable a waitlist for activities with limited capacity. When the activity is full, new registrants automatically join a queue with a position number. As soon as a spot frees up, the system calls the first person in the queue who fits in it and sends them a payment link, with nothing for you to process. This feature can't be used together with Request to Join.
- •Turn on Allow Waitlist in Advanced settings when creating or editing an activity (it's off by default), or Allow Waitlist in Activity Settings as the default for new activities.
- •The waitlist can't be used together with Request to Join. You can only choose one of them.
- •Capacity is never exceeded. People join directly while there are enough spots; once it's full, or once someone is already waiting, the next registrant joins the queue.
- •The number of people currently waiting is shown on the activity page.
- •Calling people up is automatic: the system checks your activity every 5 minutes, and if the headcount is below capacity, the first person in the queue who fits moves to awaiting payment. A booking for several people is only called up once enough spots are free for all of them; meanwhile a smaller booking that fits can be called up first. One check calls up one person.
- •The person called up gets a notification and an email with a payment link. If your activity has a seating plan, they're given one of the free seats automatically.
- •If the person called up doesn't pay promptly, the call-up is cancelled and the next check calls up whoever is behind them.
Important notes
• Host approval and the waitlist can't be on at the same time. With approval, the host picks participants one by one; with the waitlist, the queue order decides.
• People aren't called up the moment someone leaves; a periodic check every 5 minutes does it, so there can be a gap of a few minutes.
• The 24-hour deadline shown in the payment reminder email or on screen doesn't apply to a waitlist call-up. The spot is only held briefly, so pay as soon as you can.
Group Join decides whether participants may register friends in a single registration. You can also set a minimum number of people per registration. When Group Join is on, participants choose how many people to register, from the minimum up to the remaining spots. When it's off, the number is locked at the minimum you set.
- •Turn Group Join on or off in Advanced settings when creating or editing an activity. It's on by default, and you can change the default for new activities in Activity Settings.
- •Minimum Quantity (default 1) sets the smallest number of people in one registration. In the app, a number equal to or larger than the capacity is automatically lowered to the capacity minus one.
- •When Group Join is off, the number of people is locked at the Minimum Quantity (at least 1). For example, a minimum of 2 with Group Join off works for couple tickets.
- •The number of people is checked again when the participant proceeds to payment; a registration with a number outside the rules is rejected.
- •Group Join can be used together with Request to Join or the Waitlist (Request to Join and the Waitlist themselves can't be on at the same time).
- •Participants who are already registered can only add friends with Add friends while Group Join is on.
Important notes
• Group Join and Minimum Quantity are two different settings: one decides whether friends can come along, the other sets the smallest number per registration.
• Group Join is different from Request to Join: Request to Join is about host approval, Group Join is about how many people are in one registration. Both can be on at the same time.
• Group Join is also different from the Group Discount, which lowers the price as more participants join.
You set the maximum capacity of the activity and the minimum number of people per registration. Capacity is counted per person, including you as the host. Host approval or a waitlist can manage registrants when the activity is full.
- •Capacity is the maximum number of people in your activity, including you as the host (N+1: enter 11 if you want 10 participants). It defaults to 10, up to 9,999.
- •Minimum Quantity (default 1) sets how many people must be registered together in one registration. In the app, a number equal to or larger than the capacity is automatically lowered to the capacity minus one.
- •Each registration uses up as many spots as it has people, including registrations still awaiting payment. If there aren't enough spots left, the registration is rejected because the activity is full.
- •With the waitlist on, registrants join the queue when the activity is full, or when someone else is already waiting.
- •With Request to Join on, requests can still come in when the activity is full, but you can only approve them once enough spots are free for everyone in that request.
- •If Group Join is off, the number of people per registration is locked at the Minimum Quantity.
- •Capacity can't be lowered below the number of people already registered, and it's locked if the activity uses the Group Discount.
Important notes
• The Minimum Quantity per registration is different from the Auto-Cancel minimum: the first is about how many people per registration, the second decides when the activity is cancelled for having too few participants.
• Capacity is counted per person, not per registration: one registration for 5 people uses up 5 spots.
• There's no maximum per registration other than the remaining spots.
• People still waiting for host approval or on the waitlist don't take up capacity yet.
The registration form has General Questions from the KUYY catalogue (such as name, email, and phone) and Custom Questions you write yourself. You also choose whether only the main registrant or every friend fills in the form.
- •Set it up under Registration form when creating or editing an activity. General Questions come from the KUYY catalogue with their input type and answer options (for example domicile, blood type, ID card type, and nationality).
- •Custom Questions can be Short answer, Dropdown, or Image (the participant uploads an image). Image questions need Premium.
- •The Verified Phone Number question (Business plan) can only be added when creating the activity. Participants must be signed in with a verified number to register.
- •Data for one person only: when it's on, only the main registrant fills in the form. When it's off, every friend answers the questions too.
- •Auto-Fill Form (on by default) fills in participants' answers from details they've already saved. Turn it off if you want participants to answer again every time.
- •Every question that has a title must be answered. The catalogue's input rules (such as text length, number range, or date range) are checked while participants fill in the form.
- •When someone registers more than one person, the Copy to all friends button copies the answers to custom questions to every friend at once.
Important notes
• Copy to all friends only works for the host's custom questions.
• If your email address isn't from a common email provider (such as Gmail or Yahoo), you're asked to make sure it's correct before continuing.