Managing Attendees

Effectively manage your event attendees from registration through post-event follow-up. This guide covers registration management, invitations, check-in processes, and attendee segmentation.

Overview

Attendee management in EcoEvents includes:

Processing and approving registrations
Sending targeted invitations and communications
Managing event check-ins
Segmenting attendees for personalized experiences
Tracking attendee engagement and sustainability contributions

All attendee data is encrypted and GDPR-compliant. Attendees control their data sharing preferences through their profile settings.

Managing Registrations

Access Attendee Dashboard

Navigate to your event and select the Attendees tab. Here you’ll see:

Total registrations (confirmed, pending, cancelled)
Registration timeline chart
Revenue summary (for paid events)
Sustainability engagement metrics

View Registration Details

Click on any attendee to view their complete profile:

interface AttendeeProfile {
  id: string;
  name: string;
  email: string;
  registrationDate: string;
  ticketType: string;
  paymentStatus: 'pending' | 'completed' | 'refunded';
  checkInStatus: 'not_checked_in' | 'checked_in';
  dietaryPreferences?: string[];
  accessibilityNeeds?: string;
  sustainabilityCommitments: {
    greenTransport: boolean;
    digitalMaterials: boolean;
    carbonOffset: boolean;
  };
  customResponses: Record<string, any>;
}

View registration date, payment status, ticket type, dietary preferences, accessibility needs, and custom question responses.

Filter and Search Attendees

Use powerful filtering to find specific attendees:

Search: By name, email, company, or registration ID
Filter by Status: Confirmed, pending approval, cancelled, checked-in
Filter by Ticket Type: Early bird, standard, VIP, etc.
Filter by Sustainability: Carbon offset opted-in, green transport pledged
Filter by Dietary Needs: Vegetarian, vegan, gluten-free, allergies

const filterOptions = {
  status: 'confirmed',
  ticketType: ['early-bird', 'standard'],
  sustainabilityFilters: {
    carbonOffsetOptIn: true,
    greenTransportPledge: true
  },
  dietaryPreferences: ['vegan', 'vegetarian']
};

Approve or Reject Registrations

For events requiring approval:

Review pending registrations in the Pending tab
Click Approve to confirm registration and trigger confirmation email
Click Reject to decline (optionally include a reason)
Use Bulk Actions to approve/reject multiple registrations at once

Set up automatic approval rules based on criteria like company domain, previous attendance, or registration completeness to save time.

Sending Invitations and Communications

Create Attendee Segments

Before sending communications, create targeted segments:

const segments = [
  {
    name: 'VIP Attendees',
    criteria: { ticketType: 'vip' }
  },
  {
    name: 'Sustainability Champions',
    criteria: {
      sustainabilityScore: { min: 80 }
    }
  },
  {
    name: 'Local Attendees',
    criteria: {
      location: { radius: 50, unit: 'miles' }
    }
  },
  {
    name: 'First-Time Attendees',
    criteria: {
      previousEventCount: 0
    }
  }
];

Navigate to Attendees > Segments and click Create Segment.

Compose Email Campaign

From the Attendees tab, click Send Email to access the email composer:

Recipients: Select all attendees or specific segments
Subject Line: Craft a compelling subject
Email Body: Use the rich text editor with merge tags
Attachments: Add PDFs, schedules, or sustainability guides
Send Options: Schedule for later or send immediately

Available merge tags:

{{attendee.name}}
{{attendee.email}}
{{event.name}}
{{event.date}}
{{attendee.ticketType}}
{{attendee.carbonFootprint}}
{{event.checkInURL}}

Test emails are sent to your account. Always send a test before sending to all attendees.

Send Personalized Invitations

For events with invitation-only sections (VIP lounges, workshops):

Navigate to Attendees > Invitations
Click New Invitation Batch
Select attendees or upload CSV
Choose invitation type and customize message
Set RSVP deadline

const invitation = {
  type: 'workshop',
  title: 'Green Energy Solutions Workshop',
  recipients: ['attendee-id-1', 'attendee-id-2'],
  message: 'You are invited to an exclusive workshop...',
  rsvpDeadline: '2026-06-10T23:59:59Z',
  capacity: 30,
  requiresRSVP: true
};

Send Event Reminders

Automated reminders keep attendance high:

1 Week Before: Event details and preparation tips
48 Hours Before: Final details and sustainability reminders
24 Hours Before: Check-in information and logistics
Day Of: Doors open, parking info, green transport options

Customize reminder timing and content in Event Settings > Notifications.

Managing Check-Ins

Set Up Check-In Method

Choose your preferred check-in approach:

QR Code Scanning: Attendees receive unique QR codes
Manual Entry: Search by name or email
NFC Badges: Tap-to-check-in (requires hardware)
Self-Service Kiosks: Attendees check themselves in

interface CheckInConfig {
  method: 'qr' | 'manual' | 'nfc' | 'self-service';
  enablePhoto: boolean;
  collectBadgePreference: boolean;
  trackEntryTime: boolean;
  allowMultipleCheckins: boolean;
}

const checkInConfig: CheckInConfig = {
  method: 'qr',
  enablePhoto: false,
  collectBadgePreference: true,
  trackEntryTime: true,
  allowMultipleCheckins: false
};

Use Mobile Check-In App

Download the EcoEvents Check-In mobile app (iOS/Android):

Log in with your event organizer credentials
Select your event
Grant camera permissions for QR scanning
Begin scanning attendee QR codes

The app works offline and syncs when connectivity returns.

Assign multiple team members check-in roles to speed up entry during peak arrival times.

Perform Manual Check-In

For attendees without QR codes:

Open the Check-In interface
Search by name, email, or registration ID
Verify attendee identity
Click Check In
Print badge if using physical badges

async function checkInAttendee(attendeeId) {
  const response = await fetch(`/api/events/${eventId}/check-in`, {
    method: 'POST',
    headers: { 'Content-Type': 'application/json' },
    body: JSON.stringify({
      attendeeId,
      checkInTime: new Date().toISOString(),
      method: 'manual',
      location: 'main-entrance'
    })
  });
  
  return response.json();
}

Monitor Check-In Progress

Track check-ins in real-time:

View check-in rate on the live dashboard
See which attendees haven’t arrived
Identify bottlenecks at entry points
Send reminder notifications to no-shows

The dashboard displays:

Total checked in vs. expected
Check-ins per hour graph
Busiest entry points
Average check-in time per attendee

Segmenting Attendees

Create Behavioral Segments

Segment attendees based on actions and engagement:

const behavioralSegments = [
  {
    name: 'Early Registrants',
    criteria: {
      registrationDate: { before: '2026-04-01' }
    }
  },
  {
    name: 'Session Participants',
    criteria: {
      sessionsAttended: { min: 3 }
    }
  },
  {
    name: 'Networking Enthusiasts',
    criteria: {
      connectionsMade: { min: 10 }
    }
  },
  {
    name: 'Survey Responders',
    criteria: {
      surveyCompleted: true
    }
  }
];

Create Sustainability Segments

Group attendees by their environmental impact:

Carbon Heroes: Top 20% in carbon reduction
Green Transport Users: Arrived via public transit, bike, carpool
Digital-First: Opted for all digital materials
Offset Contributors: Purchased carbon offsets

interface SustainabilitySegment {
  name: string;
  criteria: {
    carbonScore?: { min?: number; max?: number };
    greenTransport?: boolean;
    digitalMaterials?: boolean;
    offsetPurchased?: boolean;
    wasteReduction?: { min: number };
  };
}

const sustainabilitySegment: SustainabilitySegment = {
  name: 'Carbon Heroes',
  criteria: {
    carbonScore: { min: 90 },
    greenTransport: true,
    offsetPurchased: true
  }
};

Sustainability segments can be used to award badges, offer incentives, or recognize eco-conscious attendees.

Create Demographic Segments

Segment by attendee characteristics:

Company/organization
Job title/role
Geographic location
Industry sector
First-time vs. returning attendees

Use these segments for:

Targeted networking opportunities
Personalized session recommendations
Customized follow-up communications
Future event marketing

Export Segment Data

Export attendee segments for external use:

Select a segment
Click Export
Choose format: CSV, Excel, JSON
Select fields to include
Download file

const exportConfig = {
  segmentId: 'carbon-heroes',
  format: 'csv',
  fields: [
    'name',
    'email',
    'company',
    'carbonScore',
    'sustainabilityActions'
  ],
  includeHeaders: true
};

Exported data contains personal information. Follow your organization’s data protection policies and obtain necessary consent.

Attendee Communication Best Practices

Timing Matters

Send communications at optimal times:

Registration confirmations: Immediately
Event details: 2-3 weeks before
Final reminders: 48 hours before
Post-event surveys: Within 24 hours after event
Impact reports: 1 week after event

Personalize Messages

Use merge tags and segments to create relevant, personalized communications. Generic mass emails have lower engagement rates.

Highlight Sustainability

Regularly communicate sustainability goals and attendee contributions. People who see their impact are more engaged.

Keep It Concise

Attendees receive many emails. Keep messages brief, scannable, and action-oriented.

Mobile-Optimize Everything

Over 60% of attendees check event emails on mobile devices. Test all communications on mobile before sending.

Check-In Best Practices

Start Check-In Early

Open check-in 1-2 hours before the event starts to avoid congestion.

Multiple Entry Points

For large events, set up multiple check-in stations to reduce wait times.

Staff Appropriately

Plan for 1 check-in staff member per 50-75 attendees during peak arrival times.

Test Technology

Test QR scanners, badge printers, and internet connectivity before attendees arrive.

Have a Backup Plan

Keep printed attendee lists and manual check-in sheets in case of technical issues.

Offer Digital Badges

Reduce waste by offering digital badges instead of printed ones. Include QR codes for sustainability tracking.

Managing Cancellations and Refunds

Process Cancellation Request

When an attendee requests cancellation:

Navigate to their registration
Click Cancel Registration
Select reason (optional but helpful)
Choose refund amount based on your policy
Confirm cancellation

const cancellationPolicy = {
  '30+ days before': 100, // 100% refund
  '15-29 days before': 50,  // 50% refund
  '7-14 days before': 25,   // 25% refund
  'Less than 7 days': 0     // No refund
};

Process Refund

Refunds are processed automatically based on your policy:

Credit card refunds: 5-10 business days
PayPal refunds: 24-48 hours
Manual refunds: As per your process

Attendees receive a cancellation confirmation email with refund details.

Manage Waitlist

If your event has a waitlist:

When a cancellation occurs, the system automatically notifies the next person on the waitlist
They have 48 hours to claim the spot
If unclaimed, the next person is notified

Enable automatic waitlist management in Event Settings to reduce manual work.

Advanced Attendee Features

Attendee Networking

Enable the networking feature to allow attendees to:

View other attendees’ profiles (with permission)
Schedule one-on-one meetings
Join interest-based groups
Exchange digital business cards

Attendee App

Provide attendees with the EcoEvents mobile app for:

Event schedule and session information
Personal agenda building
Real-time notifications
Sustainability tracking dashboard
Networking features

Gamification

Increase engagement with gamification:

Award points for sustainable actions
Create leaderboards for carbon reduction
Offer badges for milestones
Provide incentives for top participants

const gamificationRules = {
  points: {
    greenTransport: 50,
    digitalMaterials: 25,
    sessionAttendance: 10,
    surveyCompletion: 30,
    networking: 5 // per connection
  },
  badges: [
    { name: 'Carbon Hero', requirement: { points: 200 } },
    { name: 'Super Networker', requirement: { connections: 20 } },
    { name: 'Sustainability Champion', requirement: { carbonScore: 95 } }
  ]
};

Next Steps

Learn how to track sustainability impact
Set up integrations with your tools
Explore the Attendees API for programmatic management
Review best practices for data privacy and GDPR compliance in attendee management

Troubleshooting

Attendee Not Receiving Emails

Check spam/junk folders
Verify email address is correct
Ensure your domain is properly authenticated (SPF, DKIM)
Check email delivery logs in Settings > Email Logs

Check-In QR Code Not Scanning

Ensure adequate lighting
Clean camera lens
Increase screen brightness on attendee device
Use manual check-in as backup

Duplicate Registrations

Use the merge tool in Attendees > Duplicates
Set up duplicate detection rules based on email or name
Enable single-registration-per-email enforcement

For additional support, contact our team or visit the help center.

Get Started

Features

Guides

Managing Attendees

Overview

Managing Registrations

Sending Invitations and Communications

Managing Check-Ins

Segmenting Attendees

Attendee Communication Best Practices

Timing Matters

Personalize Messages

Highlight Sustainability

Keep It Concise

Mobile-Optimize Everything

Check-In Best Practices

Start Check-In Early

Multiple Entry Points

Staff Appropriately

Test Technology

Have a Backup Plan

Offer Digital Badges

Managing Cancellations and Refunds

Advanced Attendee Features

Attendee Networking

Attendee App

Gamification

Next Steps

Troubleshooting

Attendee Not Receiving Emails

Check-In QR Code Not Scanning

Duplicate Registrations

​Overview

​Managing Registrations

​Sending Invitations and Communications

​Managing Check-Ins

​Segmenting Attendees

​Attendee Communication Best Practices

​Timing Matters

​Personalize Messages

​Highlight Sustainability

​Keep It Concise

​Mobile-Optimize Everything

​Check-In Best Practices

​Start Check-In Early

​Multiple Entry Points

​Staff Appropriately

​Test Technology

​Have a Backup Plan

​Offer Digital Badges

​Managing Cancellations and Refunds

​Advanced Attendee Features

​Attendee Networking

​Attendee App

​Gamification

​Next Steps

​Troubleshooting

​Attendee Not Receiving Emails

​Check-In QR Code Not Scanning

​Duplicate Registrations

Overview

Managing Registrations

Sending Invitations and Communications

Managing Check-Ins

Segmenting Attendees

Attendee Communication Best Practices

Timing Matters

Personalize Messages

Highlight Sustainability

Keep It Concise

Mobile-Optimize Everything

Check-In Best Practices

Start Check-In Early

Multiple Entry Points

Staff Appropriately

Test Technology

Have a Backup Plan

Offer Digital Badges

Managing Cancellations and Refunds

Advanced Attendee Features

Attendee Networking

Attendee App

Gamification

Next Steps

Troubleshooting

Attendee Not Receiving Emails

Check-In QR Code Not Scanning

Duplicate Registrations