When registration for an event opens and people start registering, you can access the event's dedicated Registrant Roster page.

The Registrant Roster

The Roster displays the most up-to-date registrant-related information, so you can keep current with important details, such as how registration is progressing, who has registered, and whether they've paid.

The same event and registration information displays for Super Admins and Community Admins, despite there being different access paths (which are described in the next sections).

NOTE: The information in this article is applicable to Super Admins and Community Admins.

Registration process influences

As you manage events and registrations on the Registrant Roster page and its associated pages, you might encounter labels (on buttons, fields, etc.) that differ from what is in this article.

These differences are typically based on the registration process of each individual event. The registration processes are: No registration; Link to External Registration System; RSVP Only; Full; and Simple.

The registration processes are described in the section, Event Types and registration processes, in Event Manager Overview.

A notable example of this difference is:

• Full Registration and Simple Registration events tend to be "registration and payment"-centric.
  • These events are more likely to have the Manage Roster option in the Actions dropdown.
  • The Manage Roster option opens the Registrant Roster page.
  • You can add registrants to an event by clicking Manage > Add Registrants on the Registrant Roster page.

Whereas:

• No registration, External Registration, and RSVP-only events tend to be "attendance"-centric.
  • These events are more likely to have the Manage Attendance option in the Actions dropdown.
  • The Manage Attendance option opens the Manage Attendance page which is similar to the Registrant Roster page, but has fewer management options.
  • You can add attendees to an event by clicking the Add Attendee button on the Manage Attendance page.

NOTE: The abovementioned differences are obvious in the text and in images in this article; others are noted as necessary.

Access the Registrant Roster

Super Admins and Community Admins can access an event's Registrant Roster in order to manage the event's registrants and attendees. The Registrant Roster is accessible via the Manage Roster option in the Actions dropdown menu on the Manage Events page, as shown in the two images below.

The Manage Events page can be accessed in two ways.

• Navigate to Events > List in the Admin interface. (Super Admins only)

• Navigate to a community and click Settings > Manage Events. (Super Admins and Community Admins)

Be sure to click the small down-arrow icon to access the menu of options that has Manage Roster.

TIP: The Registrant Roster page opens in the current tab. To preserve the Manage Events page in the current tab, right-click Manage Roster and choose one of the "Open..." options.

Registrant Roster overview

NOTE: The Manage Attendance page that is mentioned above in Registration process influences is similar to the Manage Roster page. It presents different event information and has fewer filter and management options.

On the Registrant Roster, you can view:

1. event details, including the current number of registrants;
2. payment (or attendance) summary information for the event;
3. registrant names and registration details; and
4. the price of each registrant's registration and whether they've paid.

Also, as described in sections in this article, you can:

5. search, filter, and sort the list of registrants;
6. send an email message to one or more registrants; add registrants; and export the list data;
7. perform management actions via the Actions column; and
8. indicate whether a registrant attended the event (post-event management).

Search, filter, & sort

In the middle of the page, you can:

• Click the magnifying glass icon to open a field in which you can search for registrants by first name, last name, and company name.
• Click the dropdowns to filter the list by Registration Status, Payment Status, and/or Registrant Class.
• Click the right-most dropdown to select a sorting option; the list immediately refreshes and applies the sort order.

Send an email to event registrants

You can send a brief, unformatted email message (before, during, and/or after the event) right from the Roster page. The message can be to:

• all event registrants or to
• a select group of registrants.

All registrants

The easiest way to send a message to all current registrants is to use the default "All" setting for the three filters.

1. Click the Email button.

The Email Registrants popup opens and displays the number of targeted registrants.

2. Specify a subject.
3. Type a message.
4. Click Send.
5. Click Close on the confirmation message.

A group of registrants

You can also target a message to a subset of registrants for a specific purpose (e.g., remind them of their incomplete registration or of an outstanding balance).

Examples

Example 1: Send a message to registrants who have completed their registration but who have not yet paid by setting the following filters:

Example 2: Send a message to registrants who started their registration but then left it unfinished by setting the "All Registrations" filter to Incomplete.

When you have set the necessary filters for your targeted recipients:

1. Click the Email button.
2. Specify a subject.
3. Type a message.
4. Click Send.
5. Click Close on the confirmation message.

Add registrants to an event

You can easily add one or more registrants to the event from the Roster page.

TIP: This is a great way to retroactively add one or more people who attended an event without having registered or for event-tracking data.

Add Attendee option

The Add Attendee option also adds people to the event, but it does not have:

• the Mark registrants as attended checkbox (described below) that Manage > Add Registrants has or
• the three "add" options that Manage > Add Registrants has; it has only one: add one or more individuals.

To add registrants:

1. Click Manage > Add Registrants.

The Add Registrants dialog displays.

2. Click the dropdown to add (each option is described in a dedicated section below):

• one or more contacts after locating them by name,
• a new contact and simultaneously create a user record in the community (the dialog title changes to Create Contact), or
• all of the current members of a selected community (select a community from the dropdown in the Register field).

Mark registrants as attended

All of these methods have a Mark registrants as attended checkbox.

• Check the box to mark the selected registrants as "attended" when they are added to the event.

Add individual contacts

To manually add one or more contacts:

1. Select Specific contacts from the Register dropdown.
2. In the Registrant's Name field, type the first three characters of a user's first name or last name. (The third character initiates the "search.")
3. Choose the user from the suggested contacts that display below the field.

TIP: The Registrant Class field now displays and you can apply registrant-class pricing to your selected contacts' registrations.

TIP: If you're retroactively adding one or more contacts for event tracking or who attended the event without having registered, check the Mark registrants as attended box to mark them as "attended" in the system.

4. Repeat these steps to add more contacts.

NOTE: If you select one or more contacts and then switch to the "community members" option, your selections are pre-selected in the list of community contacts.

5. When you have selected all the contacts you want, click Add to register them for the event.
6. On the Manage Roster page, verify that the contacts are listed as Registrants.

Create a contact and register for the event

This option gives you the ability to simultaneously perform two actions. Use it to:

• create a contact record for someone who is not currently in your account AND
• register that person for the event.

NOTE: Registrants who are added via this method are considered "Registered" (i.e., completed registration) but, by default, they are not considered "Paid." If the event requires payment, Admins can manually manage the payment portion of these registrations.

To create a contact record and register the contact for the event:

1. Select New Contact from the Register dropdown.
2. Specify the person's contact information in the fields.
   NOTE: Email Address, First Name, and Last Name are required; Company Name is optional.

TIP: The Registrant Class field now displays and you can apply registrant-class pricing to the contact's registration.

TIP: If you're retroactively adding a contact for event tracking or who attended the event without having registered, check the Mark registrants as attended box to mark them as "attended" in the system.

3. Click Create Contact and Register to create the contact record and register the contact for the event.
4. Repeat these steps to create additional contact records and register them for the event.
5. On the Manage Roster page, verify that the contacts are listed as Registrants.

A "registration-confirmation" email message that includes the event's details is sent to all contacts whom you have registered via this method.

NOTE: This method only registers the contact for the event. So, if it's a Full Registration event that has sessions and/or add-on activities, each new registrant will have to access the Itinerary page and choose the sessions and/or add-ons that they're interested in.

Add community members

To simultaneously add multiple members of a community:

1. Click the Register dropdown to display the names of all of your site's communities.

NOTE: Events can be associated to just one community, in which case, only members of that community can attend the event. If the event you're working on is associated to a community, then, only that community displays in the dropdown and only members of that community can be added.

2. Select a community. The names of the community's members display.
3. Check either:

• the Select and register all community members for this event box above the list to "bulk" add all community members to the event, or
• individual members' checkboxes.

TIP: If you're retroactively adding community members for event tracking or who attended the event without having registered, check the Mark registrants as attended box to mark them as "attended" in the system.

4. When you have selected all the members you want, click Add to add them to the event.
5. On the Manage Roster page, verify that the members are listed as Registrants.

Export the list of registrants

You can export the current list of an event's registrants.

The export file, RegistrantDetails_xxxxxxxx.csv, honors any filtering and sorting that are currently applied to the list.

To generate and download a list of the current registrants:

1. Click the Export button.

The file should automatically save to the default "downloads" location on your device and be available via your browser's download functionality.

2. Access the file and, optionally, move it to a preferred location on your device.
3. Open and review the file to ensure that it has the data that you expect (filtered and sorted).

File name

Higher Logic recommends that you give each exported list a unique name because these files have similar names and there is nothing to indicate the associated event, its type, or its date.

• A simple practice is to append the export date and/or event name to the file name (e.g., RegistrantDetails_webinar_101924.csv).

TIP: This will prove especially helpful if you plan to export this list of registrants as registration continues, or if you export lists for other events.

File contents

This particular export file has more than 30 columns of event data.

If you plan to share the file with colleagues, consider editing it to remove columns of data that you aren't interested in.

Mark an attendee as paid

If a registrant has chosen to pay their registration fee via an "offline" method (e.g., by sending a check), you can manually mark their registration as "Paid" on that registrant's Manage Registration page.

See Manually Mark an Attendee as Paid to learn how to perform this process.