This step-by-step guide will walk you through the process of setting up and adding a new attendee to your system with ease.
Accessing the Event Tab
Accessing the Registration Tab
Navigate to the Event Dashboard
On the left sidebar of your application, click on Event Dashboard to ensure you're in the correct section.
Expand the Registration Menu
Locate the Registration section in the sidebar.
Click the arrow next to "Registration" to expand the menu, where you can locate the "Attendees" tab
Open Attendees Tab
Explore from the expanded "registration" menu to access the Attendees tab.
You will be in the Attendee tab, where you can click to expand and start adding new attendees' details.
Adding New Attendees
Option 1: Create a New Attendee
Open the Add Attendee Form
On the Attendees page, click the + Add Attendee button in the top-right corner.
Fill in the Required Details
Personal Information:
Photo (Optional): Upload a profile picture.
Prefix (Optional): Select from the dropdown (e.g., Mr., Mrs.).
First Name (Mandatory): Enter the attendee's first name.
Last Name (Mandatory): Enter the attendee's last name.
Contact No. (Optional): Add a phone number.
Email (Mandatory): Enter the attendee's email address.
Credentials:
Username (Mandatory): Create a unique username.
Password (Mandatory): Assign a password.
Generate QR Code (Optional): Create a QR code for easy access.
Advanced Details:
Attendee Groups (Optional): Assign the attendee to specific groups.
Other Events (Optional): Link the attendee to other events if applicable.
Show Attending Attendees in App: Toggle ON/OFF to display attendee information in the event app.
Job Title (Optional): Enter their job title.
Organization (Optional): Specify their organization.
Bio (Optional): Add a detailed attendee biography using the rich text editor.
Additional Details
Point of Contact (Optional):
Select or add a specific point of contact.
Documents (Optional):
Upload relevant documents by clicking Upload New Documents.
Save the Attendee
Once all details are completed, click Create in the top-right corner to save the attendee.
Option 2: Import Attendees in Bulk
Prepare Your Attendee List
Use the system’s template format to compile attendee data (e.g., CSV file).
Upload the File
On the Attendees page, select the Import option.
Upload the prepared file.
Verify and Save
Review the imported data for accuracy, then click Save to add attendees in bulk.
Linking Attendees From Different Events
The attendees' contact details list should be pre-configured for the chosen event to link attendees from one event to another.
Once you select the event, a list of all attendees will be shown, and you will have the option to select and export all contacts, select specific attendees, or search for specific attendees.
Save the selection
Once the link is finished and contacts exported to your current event, click Save at the top-right corner of the screen.
If you need to exit without saving, click Cancel.
Additional Configuration actions
The attendees section in the registration tab offers several additional configuration actions through the three-dots menu at the top-right corner. Below is an explanation of each action and how to utilize it:
1- Send App download email
Use this action to send an app download link directly to attendees via email.
It ensures that attendees have quick access to the event app for a seamless experience.
When to use: After configuring your event attendees list, before the event begins.
2- Export
This allows you to export attendee data to an external file (e.g., CSV format) and export attendees or flights.
When to Use: Share attendee lists with team members, backup data, or generate reports.
Once you choose attendees and click "Next'' a new message will appear below.
When to Use: To share attendee lists with team members, backup data, or generate reports.
💡Important Tip
Export All Records
By default, all attendee records will be included in the export file.
You can include or exclude specific fields by checking or unchecking them.
If filters are applied beforehand (e.g., specific groups or criteria), only the filtered records will be exported.
4. Sync Flights
This option syncs attendee' flight details with their profiles.
Ensures the system makes all travel-related information available for better logistics management.
When to Use: For events requiring flight details to coordinate transportation or accommodations.
5. Sync Sessions
Automatically link attendees to specific sessions within the event.
Useful for pre-assigning participants to sessions based on their registration or preferences.
When to Use: For events with assigned session seating or personalized agendas.
Upon clicking on the sync session button, you shall receive a pop-up notification as below:
"Success: Sessions Synced successfully"
Frequently Asked Questions
Can I send attendees a link to download the event app?
Can I send attendees a link to download the event app?
Yes, you can. Using the Send App Download Email option, attendees will receive a direct download link for the event app.
Is it possible to update attendee details after saving?
Is it possible to update attendee details after saving?
Yes, it's possible to edit attendee details by selecting the specific attendee from the list and updating the necessary fields.
What is the purpose of the QR Code feature?
What is the purpose of the QR Code feature?
The Generate QR Code feature creates a unique QR code for each attendee. This code can be used for quick identification, event check-ins, or access to specific areas.
Can I bulk-upload multiple attendees at once?
Can I bulk-upload multiple attendees at once?
Yes. In the Attendees section, use the Import option from the three-dot menu. Ensure your attendee list follows the system's required template format, then upload the file.