Manage your event attendees

Users added to the attendee list of an event are automatically added to your app community.In the event menu

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.

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

Add or import users to the attendee list

On the Attendees tab, you can view a full list of your event attendees. Each user is identified by a unique email address used to sign in, which cannot be changed once created. Two users in the same community cannot have the same email address to sign in with.

You can add attendees using three different methods:

• Manually add attendees
• Import attendees from an Excel sheet
• Import attendees from an external system

Manually add attendees

Click the Add attendee button. Enter the attendee's email address. If they are already in your community, their first and last name populate automatically. If not, manually enter their first and last name, optionally select a group, and click Add.

Import attendees from an Excel sheet

Select Import or Export and download the provided template.
Fill out the spreadsheet, click Import from Excel sheet, and select your file. You can assign imported users directly to a group during this step.

Existing users with matching email addresses will not be overwritten. Click Validate file, then click Import to complete the process.

Import attendees from an external system

Link an external system to the studio using an attendee sync. You can then sync the attendees periodically to the studio.

Customise visible and required attendee profile fields

You can customize the profile fields your attendees see and edit within their profile. This section also allows you to define which fields are mandatory during account creation, giving you full control over user setup.

To manage your profile fields, navigate to the Attendees page and select the Profile fields tab:

• Set required fields: Choose which fields users must fill out when creating an account, rather than defaulting to job title and company (toggle: Required when creating account when making a new field or editing an existing field).
• Customize field visibility and order: Select which fields are visible to attendees in the app and adjust their display order using the drag handle on the left side of the table.
• Add custom fields: Create new fields on the Profile fields tab to collect specific information, such as regions or interests. Input options include free text, single choice, or multiple choice.
• Connect field IDs for sync: Map custom fields to an attendee sync using the unique Field ID so information updates automatically without requiring manual user input.

In the app, visible profile fields appear on the attendee's public profile. Attendees can also use the search bar above the attendee list to search for specific field values, such as searching for a specific state or interest. For example, if you add a State field, searching for 'texas' in the search bar above the attendee list will return all users that have added 'Texas' in this field.

Configure groups for access restriction or targeted messages

On the Groups tab, you can create event groups or community groups to control access and send targeted communications. Event groups apply only to the current event, while community groups can be used across multiple events.

The groups can for example be used to restrict access to certain tabs or pages in the app, to send targeted push notifications, or to create the groups for an in-app group chat.

To assign attendees to a group:

• Individual assignment (one-by-one): Open an attendee's details, scroll down to the Groups section, and select or search for the group name.
• Batch assignment: Select multiple users using the checkboxes in the attendee list, then click the Add to a group button.

When creating a group, decide whether it should apply only to the specific event or be accessible across your entire app community.

Use the table filters

You can view detailed information for each attendee by selecting their user profile in the Attendees tab. There are several filters available above the studio attendees list to help you narrow down your view:

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 

Filter attendees based on whether an invitation email has been sent through the platform. Use this to easily send uninvited users an invite email or reminder.

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 for the first time, they 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.

If an attendee is unable to verify their email address, you can perform a manual verification through the main community list. Read this article to see the steps to take.

Delete and block attendees

To delete attendees from the list, go to Attendees, then find the attendee and click on their profile, scroll down and select to remove them from the event. Alternatively, you can use the checkbox find the toolbar where you can click Remove from event:

Removed attendees will remain in your overall app community. To permanently delete a user, you must remove them at the community level.

If you want to prevent a user from signing in entirely, block them at the community level. Blocking prevents access across the entire app, whereas removing only removes them from the specific event list. Check the article on how to manage your app community to read how to do so.

⚙️ Troubleshooting

Missing button to edit an email address: Email addresses serve as unique account identifiers in Floq Studio and cannot be edited once created. If an attendee's email address is incorrect, you must remove the user from the event or community and add them again with the correct email address.

Excel import not updating existing user details: The Excel import tool will not overwrite data for users whose email addresses already exist in the system. To update existing user details in bulk, use an external system sync or update the profile fields manually within the attendee profile.

Attendees cannot see custom profile fields in the app: Ensure that the field toggle is set to visible on the Profile fields tab. If a field is created but not marked as visible to attendees, it will not appear on public profiles or in the app search.

Users cannot sign in after being removed from an event: Removing a user from an event does not delete their community account or block them. If they are still unable to log in, check if their account status is set to Blocked or Pending verification in the community list.