Our platform employs an approval system for new sign-ups, ensuring a smooth registration process while maintaining data integrity. This article explains when a user is auto-approved and when they require manual review.
Auto-Approval
A user is automatically approved — with no admin action needed — in two scenarios:
Email matches an existing record
When a user registers using the same email address that's already associated with a record on the platform, the system recognises them and approves their registration automatically.
Signed up via invite link
When a user signs up through a unique invite link sent via the invite workflow, they are automatically approved — regardless of which email address they use. The unique link ties the sign-up directly to their existing record. Even if they receive the invite at their work email but sign up with their personal Gmail, the system still matches them to the correct record. No duplicate is created.
✅ Result: User is verified, approved, and Listed in the directory. They receive the "User verified confirmation" email and have full access to the platform.
💡 This is why the invite workflow is the recommended route for launching your directory. It auto-approves users regardless of email, reduces manual verification significantly, and prevents duplicate records.
Manual Review (Pending Approval)
A sign-up is marked as pending approval when:
No matching record is found — the email used at sign-up doesn't match any existing record in Almabase
Multiple records match — the email matches more than one record, so the system can't determine which one to associate the sign-up with
In both cases, an admin is notified and must manually review the sign-up before the user gains access.
⏳ Result: User is Unlisted and does not appear in the directory. They see a red banner notification on the platform indicating their account is being reviewed. They cannot browse the directory, view other profiles, or interact with other members until an admin approves them.
Admins have three actions available for pending sign-ups:
Action | What happens |
Approve Access | User is verified and Listed. They receive the "User verified confirmation" email and can access the platform. |
Block Access | User is blocked and receives the "User rejected" email. They cannot access the platform. |
Request More Info | User receives an email asking for additional information. They remain pending until the admin approves or blocks after reviewing the response. |
See User Approvals for how to take these actions. See Requesting More Information for the full Request More Info workflow.
Quick Reference
Sign-up scenario | Outcome | Directory visibility |
Email matches one existing record | Auto-approved | Listed |
Signed up via invite link | Auto-approved | Listed |
No match found | Pending — admin reviews | Unlisted |
Multiple matches found | Pending — admin reviews | Unlisted |