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Attendee Management

Create filtered lists, download their uploaded files, register / unregister them from sessions, view their orders and other event activities

Written by Hydee

This feature is not available for Free and Starter Plans

Attendee Management

The Attendee Management menu allows you to have a quick view of all your attendees. From here, you can create attendee lists or views based on filters you set, such as filters on their check-in status, ticket type, order form information, session registration, and more. You can also download, share, and send these lists.

When you click on an attendee from Attendee Management, you'll get an overview of the particular attendee. This includes viewing their profile information, the orders and tickets for the event, which sessions they registered for and attended, the booths they visited, attendees they connected with, status of emails sent to them from the event, a timeline of their activities in the event, and more. You can also upload their profile picture from here.

Aside from viewing the attendee information, you can also download some of the data, including the files they uploaded during registration and some analytics.

You can also easily manage an attendee's session registration from here instead of opening each session's settings to register/unregister them.

All Attendees List

In Attendees > Attendee Management, you will see attendees sorted in alphabetical order by their first name. The default view displays their name and email address.

  • The Attendee Management tab will display everyone with a ticket, including admins, staff, speakers, and exhibitors.

  • Everyone with a ticket will be on the list regardless of their check-in status.

  • If the ticket buyer does not have a ticket, then the ticket buyer will not appear here.

  • If the attendee has two tickets, both registrations will show in the list.

  • If the attendee has an add-on, the registration for the add-on will show in the list.

Edit Columns

You can customize the display by clicking Edit Columns to add more columns with attendee information. You can also re-arrange the order of the columns by dragging the fields under the select columns or clicking "Move to top." The added columns will only apply to your view, so other event admins will not have the same display as yours. You'll have the option to add their ticket type as a column and their order form information.

Filter Attendees

Use filters to view attendees by ticket type, registration status, company, or custom advanced filters you create. Once a filter is applied, a "Save view" button appears, which lets you create a private or shared smart view.

Advanced Filters

In the Advanced Filters, you can filter attendees based on the values in their ticket buyer and ticket holder fields.

You can also filter attendees based on order information:

  • Order Status - paid, unpaid, or partially paid

  • Ticket Status - registered or checked in

  • Payment Status (for ticket) - paid, unpaid, partially paid, partially refunded, or refunded

  • Registration Time - today, yesterday, this week, last week, or last month

  • Check In Date - today, yesterday, this week, last week, or last month

  • Last Update Time - today, yesterday, this week, last week, or last month

  • Tracking Link – view attendees who registered using a specific tracking link

  • Access Code – show attendees with access codes applied to their tickets

  • Discount Code – display attendees who used discount codes

  • Add-ons – list attendees who purchased specific add-ons

  • Attendee Activity – displays which sessions they attended, bookmarked, registered, and waitlisted

  • UTMs - filter based on keywords in your UTM parameters

Smart Views

The Smart Views feature allows you to create dynamic filtered views of your Attendee Management data. These smart views can also be saved as dynamic contact lists for your Engage Emails and Push Notifications. You can also share them with non-team members to view, download, and send the list.

Upload The Attendee's Profile Picture

When you open the attendee details, you can click on the upper left icon with their initials to upload their profile picture. The image will appear in their profile when they log in to the virtual event or the attendee app.

Register an Attendee to Multiple Sessions

In Attendee Management, you can easily register / unregister an attendee from multiple sessions through the Sessions tab when you open an attendee record.

Other Attendee Details You Can View and Download

When you open the attendee record, you'll see an overview about the attendee's profile, their orders, and information about what they have done in the event, such as knowing which emails were sent to them, which sessions they registered for, which booths they visited, and the attendees they connected with. Some tabs have download buttons for reports, and even download the files and images they uploaded during registration, and you can also register/unregister them from sessions in this menu.

Profile

This shows all their answers in the order form. On top will show their basic information:

  • Ticket Type

  • Email

  • Phone Number

  • Company

  • Job Title

The rest will show in the custom fields below.

If they uploaded a file, you can download it from here.

Orders

This shows all their orders, similar to what you see in the Orders tab.

This will also include orders where they are only the ticket buyer.

Sessions

This shows all the sessions they attended and registered for. You can also register / unregister them from sessions.

The Status will indicate whether they attended live, watched the recording, or did not attend.

Engagement shows how long the attendee stayed in the session.

The Download button generates a CSV file with the information found in this tab.

Connections

This will show analytics for the connections made in the event and networking sessions.

  • Total Connections from the Event

  • Names of Connections from the Event

  • Networking Sessions Attended

  • List of Matches from Networking Sessions

  • Names of Matches from Networking Sessions

  • List of Connections from Networking Sessions

  • Names of Connections from Networking Sessions

Expo

This shows an overview of the attendees' engagement in booths.

  • Average views per exhibitor booth

  • Number of exhibitor booths viewed

  • Number of exhibitors whom the attendee engaged through chat

  • Number of documents downloaded

  • Number of meetings booked

  • Average lead rating

  • Number of product views

User Activity

This shows a timeline of their activities. You can also download this information.

Attendee actions that will be shown:

  • Joined Event

  • Bookmarked Session

  • Undo Bookmarked Session

  • Joined Session

  • Viewed a Speaker

  • Viewed a Sponsor

  • Visited an Expo

  • Viewed a People

  • Joined Lounges

  • Entered a Lounge

  • Added a Comment in the Lobby and Lounges

  • Actions Made in Expo Booths

  • Scanned by an exhibitor

Email Activity

This shows the mail status for emails sent to the attendee. This will track the Order Confirmation and the Magic Link Email.

It will show you whether the email has been delivered and opened.

When you click View History, you'll see the detailed information for that email.

If it says delivered but can't be found in their inbox, they need to check their spam folder or check if they have any blockers or firewalls to accept emails.

Important Note: If the email is sent more than 30 days ago, the log will no longer appear in this tab.

Quick Add Attendees

This feature is coming soon, stay tuned for updates!

We've added an Add Attendee button in this menu so you can easily and quickly add an attendee without moving to a different menu. You can add one attendee at a time and skip all the required fields. Ideally, you use this if you're in a hurry to give attendee access.

Other Options

Aside from quickly adding an attendee, there's also an option add attendees through CSV upload in this menu.

If you click the 3-dot menu, these options are available:

  • View Analytics - opens the attendee's details

  • Manage Magic link - lets you send a new magic link, resend a magic link, expire a magic link, or copy a magic link.

  • Download analytics - exports a zip folder with files on attendee analytics

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