Manage event attendees through a central list, allowing you to track registrations and communicate with guests. This ensures smooth event execution, such as confirming dietary requirements for a winery tour or sending pre-arrival information for a multi-day hiking experience.
Accessing this feature
Go to Events Management. Select the specific event you wish to manage attendees for by clicking its title or the Manage button. Within the event's dedicated page, click on the Attendees tab. (Note: event-id in the URL will be replaced by your specific event's unique identifier.)
How to use it
View and Filter Attendees
Upon accessing the Attendees tab, a comprehensive list of all registered participants for the selected event will display.
Use the search bar to locate specific attendees by name, email, or registration ID.
Apply filters to sort attendees by registration status (e.g., Confirmed, Pending, Cancelled), payment status, or custom fields. This allows targeted review and action.
Add Attendees Manually
Click the Add Attendee button, typically located in the top right corner of the attendee list.
Complete the required fields, including first name, last name, and email address.
Optionally, input additional details such as organisation, contact number, and any custom attendee information fields configured for the event.
Assign a registration status (e.g., Confirmed, Pending) and, if applicable, a payment status.
Click Save to add the attendee to the event list. An automated confirmation email can be sent upon creation if configured.
Edit Attendee Details
To modify an existing attendee's information, locate the attendee in the list and click the Edit icon (often represented by a pencil) next to their entry.
Update any necessary fields, such as contact information, organisation, or responses to custom questions.
Adjust their registration status or payment status as required. For instance, update a 'Pending' status to 'Confirmed' once payment is received.
Click Save to apply the updates.
Communicate with Attendees
Select individual attendees or use filters to select a group of attendees for targeted communication.
Click the Email Selected or Send Message button.
Compose your message within the provided editor. You can use merge tags to personalise emails with attendee-specific details (e.g., [Attendee.FirstName]).
Review the email content and recipient list carefully before sending. This feature is essential for sending event updates, pre-event instructions, or post-event feedback requests.
Manage Attendee Status and Actions
For each attendee, you can perform various actions via a dropdown menu or dedicated buttons:
Confirm: Mark an attendee as confirmed, typically after successful registration and payment.
Cancel: Change an attendee's status to cancelled. This may trigger a cancellation notification email.
Refund: If integrated with a payment gateway, initialise a refund directly from the attendee's record.
Check-in: On the day of the event, mark attendees as checked-in to track attendance. This can often be done via a dedicated check-in interface or mobile application.
Export Attendee Data
To generate a report or use attendee data in external systems, click the Export button, usually located above the attendee list.
Select the desired data fields for export (e.g., name, email, registration date, custom fields).
Choose the preferred export format (e.g., CSV, Excel). The system will generate and download a file containing the selected attendee information.
Tips
Configure Custom Fields Thoughtfully: Before opening registrations, identify all essential information required from attendees. Configure custom fields to collect this data efficiently, avoiding unnecessary questions to enhance the registration experience.
Regularly Review Attendee Lists: Periodically review the attendee list for discrepancies, pending registrations, or incomplete information. Proactive management ensures data accuracy and readiness for the event.
Segment Attendees for Targeted Communication: Use filtering capabilities to segment your audience based on registration status, custom field responses, or other criteria. This allows for highly relevant and effective communication, improving engagement.
Prepare for On-site Management: If using the check-in feature, ensure all necessary devices (tablets, smartphones) are charged and synchronised with the system. Train staff on the check-in process to facilitate a smooth arrival experience.
Maintain Clear Communication Protocols: Establish a schedule for sending pre-event information (e.g., agenda, venue details, what to bring) and post-event follow-up (e.g., feedback surveys, thank you notes). Consistency builds trust and professionalism.
Backup or Export Data Periodically: While the system is robust, regularly exporting your attendee data provides an additional layer of data security and allows for offline analysis or integration with other business intelligence tools.
Test Communication Templates: Before sending mass emails, always send a test email to yourself or a colleague to verify formatting, merge tags, and link functionality.
Need help?
For further assistance, contact us at [email protected]