Who can open it
Participants appears in the event sidebar for the event owner, chapter event managers or chapter admins for the event’s group, organization-wide event managers and organization admins, and to the owner or an admin of the hosting group. When Restrict Event Editing by User Type is on, a local user whose type does not match the event’s loses this even if they are a chapter event manager. Attendees never reach it. They get the Participants block on the event page, and only when they are registered themselves and the event’s Visibility of attendee list is set to Attendees (event → Edit → More options). With Only hosts, the attendee list is organisers only.Two statuses, not one
Each participant carries two independent statuses. Confusing them is the most common source of “the numbers are wrong”. Registration status is where the person sits in the sign-up workflow. The column only appears on events that require registration.
RSVP status is the person’s own answer, and after the event it is where attendance is recorded.
Checking somebody in sets RSVP to Attended. There is no separate “checked in” flag, so an
attendance figure is a count of participants whose RSVP is Attended.
Adding people
Use Invite at the top right. One search box takes a member’s name or a plain email address. Pick several people and they collect under To add, then choose what happens to them. The dialog is titled Invite participant on an event with a registration form and Add attendee on one without.
An email that matches a member is treated as that member; one that matches a contact uses the contact; an unknown address creates a new contact, marked New contact, not a member yet. Adding is queued: a message says Adding N people to the list. They appear in a moment. and the list fills in as each one is processed, so a long selection never times out.
Everyone in the group at once
With Bulk Invites enabled (Settings → Modules → Events → Additional Features → Bulk Invites), a published event that belongs to a group gets a third mode, Add all members, in the same dialog, and publishing offers the same. It adds every active member of the event’s group as Invited with RSVP Maybe. People already listed are skipped, and it runs once per event (“Invites have been sent to all members” then replaces it). The Invite participant dialog offers it as a third choice, Add all members (Add all N members), which first shows the group’s name, how many active members it reaches and the first ten by name.Capacity
On an event with Max capacity set and no ticketing, registration is refused with “This event is full” once the seats taken reach the limit. A seat is taken by a participant who is not canceled, whose RSVP is Attending or Attended, and whose registration is Registered, Invited or Awaiting payment. Guest tickets count. People who are on the Waiting list, Pending approval, Maybe, Not attending, or who never answered do not hold a seat. The seats-left count on the event page, the “N of M spots left” line on the public page and the refusal all use that same count, so they agree. A bulk invite adds people with RSVP Maybe, so it does not fill the event. An invitee takes a seat when they confirm, or when you set them to Attending. Nobody is queued automatically: move people to Waiting list yourself. To let one in, set their registration to Registered, and note that this sends nothing. If they need a ticket by email, set them to Invited first and then use the confirm action on their row, which is the only status the confirm action accepts.Recording who came
- Scan the QR code at the door. See QR check-in.
- Set RSVP to Attended in the list, one participant at a time: there is no multi-select or bulk check-in action.
- Walk-ins must exist on the list first: add them with Invite, then set them to Attended.
Filtering, columns and export
The filter bar filters by name, email, RSVP, registration status, ticket type and an Invited toggle; events with an agenda add a session selector. The list paginates at 100 rows, and the count above it includes guest tickets and add-on attendees while the rows show only the people they were issued to. View columns offers Membership and Membership Fee (only with the fees module on), Organisation, Role, Email, Phone, LinkedIn, Date, and one column per custom field on the event’s registration form, with Show all and Hide all at the bottom of the menu. A Registered via filter appears on ticketed events (Invitation or Ticket link), and the pencil icon beside a member’s name opens Edit event-app profile. Refresh reloads the list. Export (the Export CSV button) downloadsattendees_<event>_<date>.csv and needs organization-wide event management, chapter event management
for the event’s group, or event ownership; a session selected in the agenda filter narrows it to that session. Its
columns are Name, Email, every standard profile field on the event’s
registration form, Ticket Type, Ticket Price, Registration
Status, RSVP Status, Date Registered, and one per event custom field (dropdown and checkbox answers
written as their labels), plus Discount Code when at least one attendee used a voucher and Partner
Name and Partner Email when add-ons created extra attendees.
Attendance reminders
Switch on Settings → Modules → Events → Additional Features → Enable Attendance Reminder and each event gains Send attendance reminder 24 hours after event ends, on by default. It goes to the event owner, not to attendees, links back to the event so they can fill in the RSVP column, and is sent once per event. The wording lives in Settings → Modules → Events → Attendance Reminder, a full email editor with preview and test send. Placeholders:{{firstName}}, {{eventName}}, {{eventDate}},
{{eventLocation}}, {{attendanceLink}}, {{organizationName}}.
Troubleshooting
I cannot remove an attendee
I cannot remove an attendee
Registrations holding a ticket cannot be deleted, because that would orphan the payment. Set them
to Canceled and refund through payments if money changed
hands.
Adding a member fails with 'Member is already attending this event'
Adding a member fails with 'Member is already attending this event'
They are already on the list, possibly as Canceled or Invited. Change the existing row instead of
adding a second one.
A member cannot register themselves on a form event
A member cannot register themselves on a form event
Events with a registration form only accept sign-ups through the form. Organisers can still add
people with Invite.
Related
- QR Check-in: scanning at the door and who is allowed to
- Registration Forms: what you collect and what exports
- Ticketing: paid registration, add-ons and refunds
- Speakers and Trainers: the other people lists on an event
- Event Reports: turning attendance into a report