> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/request-to-join-and-participant-approvals.md).

# 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](/files/h2FryLzB2PeRUc1ROPiV)

## 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](/guides/core-features/program-management/trips/trip-settings.md) for how the trip inherits this behavior from its selected Program Settings.

## What the public form uses

When a visitor clicks **Request to Join**, Gratona 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](/files/TSkMbXIfv9zUjf0AyWDe)

{% hint style="info" %}
Submitting a join request uses the trip's donor form and creates the donor profile automatically if needed.
{% endhint %}

## What happens after submission

After a successful submission:

* Gratona creates or reuses the donor record
* Gratona 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:

1. Open the trip in [Trip Details](/guides/core-features/program-management/trips/trip-details.md).
2. Go to [Participant Management](/guides/core-features/program-management/trips/participant-management.md).
3. Filter the roster by **Requested** if needed.
4. Click **Edit** on the participant.
5. Change the status from **Requested** to **Active**.
6. 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

## Related guides

* [Trip Settings](/guides/core-features/program-management/trips/trip-settings.md)
* [Participant Management](/guides/core-features/program-management/trips/participant-management.md)
* [Public Trip Page and Website Integration](/guides/core-features/program-management/trips/public-trip-page-and-website-integration.md)