When a user signs up and their account is marked as pending approval, an admin needs to review and take action. This article covers how to find pending sign-ups and the three actions you can take: Approve, Block, or Request More Info.
Before You Approve: Check the Registration Form
⚠️ Always filter by "Is Registration Form Complete = Yes" before approving. Some users start the sign-up form but don't finish it. Approving an incomplete sign-up means the user has access but hasn't provided all the information you need. Filter first so you're only reviewing complete sign-ups.
There are two places to approve/block or ask for more information for the new sign-ups awaiting approval.
Option A: Data Studio
Step 1: Finding Pending Sign-ups
From the admin panel, go to Members → Data Studio
Click on Add Filter and search for the Registration Status filter
3. Select "is any of" → Pending Approval. Hit Apply Filter.
4. Add a second filter: Is Registration Form Complete → Yes
Step 2: Three Admin Actions
Select the user(s) you want to act on, then go to Admin Actions → Account Access. You'll see three options:
Approve
When to use: The sign-up is legitimate and you're satisfied the person belongs in your community.
What happens:
The user is verified and their record is set to Listed — they now appear in the directory
They receive the "User verified confirmation" email
They gain full access to the platform — directory, profiles, messaging
Block Access
When to use: The sign-up is not legitimate, or the person does not belong in your community.
What happens:
The user is blocked and receives the "User rejected" email
They cannot access the platform
Their record remains in the system but is not Listed
Request More Info
When to use: You can't verify the person from the information provided and need additional details before deciding.
What happens:
The user receives an automated email asking for additional information
They remain in Pending Approval status until you approve or block after reviewing their response
For the full workflow — including how to customise the email and where the user's reply goes — see Requesting for More Information.
Option B: Pending User Approvals page
From the admin panel, go to Reports → Pending User Approvals
The Registration Status filter is already set to Pending Approval on the left-hand side
Set Is Registration Form Complete to Yes
You can see the same three options to decide access for users awaiting approval.
Watch for Duplicates
When a user signs up with an email that doesn't match any existing record, the system creates a new record for them. If the person actually does have a record in Almabase (just under a different email), you now have a duplicate.
How to find duplicates: Go to Reports → Duplicates. The system identifies potential duplicates based on matching names and other attributes.
How to resolve: Review the flagged pairs, confirm they're the same person, and merge the records. Merging combines the data from both records into one — the sign-up, profile information, and activity are all preserved.
💡 Duplicates are most common with organic sign-ups (where there's no invite link to match the user to their record). The invite workflow significantly reduces duplicates because the unique link ties the sign-up to the correct record regardless of email used.
For any further questions or assistance, please contact us through the Chat Bubble💬. We are here to assist you! 😄