Participant registrations

Stream Sessions are participant registration records associated with a parent Event and Organization. A coordinator can prepare a draft and submit it for review. The submitted state is a handoff: the reviewer needs to assess the registration’s event, revision and capacity context before deciding. Approved, rejected and completed states distinguish the review outcome from the later operational result.

The record has a separate check-in time and a decision time. Those dates answer different questions. A decision time records when the review happened; a check-in time indicates participant arrival. Keeping them separate makes it possible to review registrations still awaiting a decision without treating them as admitted participants. The Event text on the registration can help identify it, while the parent reference determines which event actually owns it.

• Submission. Status and Revision identify the registration presented for review.
• Decision. decision at records when a result was reached for that submitted record.
• Event scope. Parent and Organization keep the registration with the program and operating entity.

Agree what evidence a coordinator must provide before submitting a registration. Choose who can review a registration and prevent its preparer from acting as the independent reviewer. Decide how capacity is checked alongside admission reservations. Keep event and organization scope aligned so a registration is not attributed to another operating entity.

A participant asks to join a scheduled event. Registration Coordinator prepares a Stream Session beneath that event, then submits the current revision. Event Reviewer checks the capacity position and relevant evidence, records a decision, and the registration moves to approved or rejected. If the reviewer rejects the submission, the coordinator examines the reason and prepares a new revision for review. On the event day, the team can record check-in separately from the earlier approval. A completed registration should correspond to the actual event outcome, not merely to a favorable review.

A coordinator can use the status board to spot registrations that have remained submitted while the event approaches. The reviewer should see the parent event before acting and record the reason for a rejection. When the participant arrives, staff can inspect the registration state and separate check-in time. This prevents the team from reading approval as evidence of arrival or completion.

• Registrations Awaiting Review — Submitted registration records awaiting a decision.
• Registration Status Board — Draft, submitted and decided registrations grouped by state.

See admissions and registration and review decisions.