Manage your event attendees

This article explains how to manage your event attendee list.

What can the attendee list be used for?

In the event menu, below Attendees, you can manage your event attendees and the groups they are in. This list can be used to restrict access to the event, to send invitation emails or to create groups for access restriction or targeted news messages.

There are two workflows for the attendee list.

• If your event is public, you can use the attendee list to see who has installed your event, as users who sign into an event are added to the list.
• If you want to restrict event access to attendees only, you will need to add attendees to the list beforehand. Only attendees that are signed in to the web or mobile app and are on this list will then be able to access the event.

Users on the attendee list of an event are automatically also added to your community.

Attendees

On the tab Attendees, you can find a list of all your attendees. A user is identified by its email address, which needs to be unique: two users in the same community cannot have the same email address to sign in with. The email address associated with the user account cannot be changed.

Groups

On the tab Groups, you can create event or community groups. Event groups can only be used within the selected event, community groups can be used across events. The groups can for example be used to restrict access to certain tabs or pages in the app, or to send targeted push notifications.

Any user in the attendee list can be added to a groups. Open the user details and scroll down to the Groups section.

Select the group immediately, or start typing the group's name to filter the groups being shown in the list. You can also bulk-assign users to a group by selecting them in the list with the tick box and clicking Add to a group.

Adding and importing users to the attendee list

Attendees can be added manually one at a time, or in batches by importing a spreadsheet. You can also sync an external system to the attendee list, so that you only have to update the attendees in one system.

Add manually

Click the button Add attendee to manually add a new attendee. First enter the email address: if the attendee is already in your community, first name and last name will be added automatically. If not, add the first and last name. Optionally select (a) group(s), and click Add.

Excel import

You can also import users from an Excel sheet. Choose Import/Export and first download the template.

After filling it in, click Import from Excel sheet and select the template file. Optionally, you can directly assign the imported users to a group. Please note that if you try to import users that already exist (meaning the email address is already there), they are not overwritten.

Validate the file and click Import to complete the process.

Attendee sync

Read this article to learn more about the attendee sync.

Use the table filters

You can view detailed information for each attendee by selecting their entry in the table. While edits are possible, modifying user-provided data is generally not recommended.

There are a number of filters above the attendees table. You can use these, for example, to see all reported users in one glance, or all users in a certain group. The filters can also be combined to narrow down the results even more.

Account

There are five different account statuses you can filter on:

• Not created: this person has been added through the studio but has not yet created an account in the app.
• Pending verification:  this person started with the account creation, but did not verify the email address yet.

• Created: this person has completed account creation in the app.

• Reported: this person was reported by another app user.

• Blocked: this person is blocked by you or a team member.

Backstage access

With this filter, you can show all users that have a certain backstage access role in this event, such as moderators or representatives. Use this for example to send an email to all representatives at once.

Invited 

This allows you to filter on what attendees were sent an invitation email from the platform. Use this to easily send uninvited users an invite email.

Accessed

With this filter, you can easily see who has and who hasn't accessed the event. Use this to send a reminder to attendees that have been invited through the platform, but have not yet accessed the event.

Groups

This allows you to filter the community list on members of a certain community or event group.

 

Verify user accounts manually

When a user signs in to the app for the first time, he or she can create an account providing their name, last name, and email address. A verification email is sent to this email address. At the same time, the user is added to the community and the user profile will indicate that the account is not yet verified. The account is only verified, thus enabled, when the user clicks the link in the email they have received. Only once this step is completed, the user will be able to log in to the app.

When, for some reason, the user can not verify him or herself, the verification can also be done manually, but only through the community list. Read this article to see the steps to take.

Delete and block attendees

To delete attendees from the list, select them in the table and choose Remove from event:

Please note that they will remain in your app community. Deleting them completely can be done only on community level. Users can also not be blocked from an event, but only from the app. Check the article on how to manage your app community to read how to do so. You can still see in the attendee list who has been reported, but this could also have happened in another event.