Once attendees begin registering for an event, they can all be managed from one place: The Registrant Roster. From here, you can quickly see the overall payment summary for the event, how many people are registered, when they registered, as well as the price of their registration and whether they've paid. You can also perform management actions like generating invoice PDFs, adding notes to a registration, and canceling registrations.
TIP: The Registrant Roster is also helpful for managing post-event registration details.
Access an event's Registrant Roster
- In the Admin Toolbar, click Admin.
- Navigate to Events > List.
NOTE: For Community Admins, you can access an event's Registrant Roster from the Manage Events page. From there, click the actions dropdown for an event and select Manage Attendance. The information in the remaining sections below apply to both Community Admins and Super Admins.
- Select Manage Roster from the event's Actions menu.
Search and filter registrants
In the middle of the page, you can:
- Click the magnifying glass icon to expand a search field, allowing you to find specific users by first/last name and company affiliation.
- Use filters to make it easier to find specific registrants (e.g., all those who haven't paid, who have incomplete registrations, etc.). Filters include Registration Status, Payment Status, Registrant Classes, and various alphabetized sorting options.
Add registrants
Admins can easily add registrants directly from the Registrant Roster. This feature is especially useful if you're retroactively adding someone for tracking purposes or adding someone who unexpectedly attended an event without registering.
To add a registrant(s), click Manage > Add Registrants.
A dialog displays where you can add registrants in the following ways:
Add specific users
Select Specific contacts from the menu. In the Registrant's Name field, begin typing their name, and then select them from the auto-populated list of suggestions. You can repeat this process to add multiple people.
With the desired user(s) selected, click Add to register them.
TIP: If you're retroactively adding someone for tracking purposes or adding someone who unexpectedly attended an event without registering, check the Mark registrants as attended box to mark them as attended in the system.
Add community members
In the Register menu, each of your site's communities are listed. Select a community to view all of its members.
- Check individual boxes to select one or more members.
- Check the Select and register all community members for this event box above the list to select ALL members of the community at once.
Once selected, click Add to register them.
TIP: If you're retroactively adding someone for tracking purposes or adding someone who unexpectedly attended an event without registering, check the Mark registrants as attended box to mark them as attended in the system.
Create new contact and add them
If the attendee isn't currently in the system, you can even create a record for them right from here. Select New Contact from the Register menu, and then fill out their details in the listed fields.
Click Add to register them.
TIP: If you're retroactively adding someone for tracking purposes or adding someone who unexpectedly attended an event without registering, check the Mark registrants as attended box to mark them as attended in the system.
The registrant(s) will receive an email confirmation of their completed registration, along with the event’s details for their records. If it's a Full Registration event (i.e., it has sessions and/or registration choices), this feature will register the user for the event, but they'll still need to choose their sessions/choices via their My Registration’s event itinerary.
NOTE: If the event in question involves money: By default, registrants added this way are considered complete but not paid; however, if the user has paid on-site, an admin can mark the user as paid via the itinerary.
Email Registrants
Admins can quickly send out an email to all or specific registrants before, during, and after the event, right from the Registrant Roster. Just select the desired filters and click Email.
Email all registrants
To email everyone, simply leave the default filters in place, which lists all event attendees.
Email specific registrants
For example, you can send an email to users who have completed their registration but have not paid:
Or, you can send an email to users who have started to register for the event but have not completed registration:
Manually mark an attendee as paid
In cases where an attendee has chosen to pay for their registration via an "offline" method like cash or check, you can manually mark their registration as paid.
- See Manually Mark an Attendee as Paid to learn how to perform this process.