Attendees

What are attendees?

Attendees are people who have registered for your event. When someone buys a ticket or signs up for a free event, they become an attendee.

EventNerds tracks all information about your attendees in one place, making it easy to manage registrations, send communications, and check people in on event day.

Viewing attendees

To see all attendees for an event, follow these steps:

1. Go to your event page
2. Click on the "Attendees" tab

You will see a list of all registered attendees with the following information:

• Name
• Email address
• Ticket type purchased
• Registration date
• Check-in status
• Order number

Attendee profiles

Each attendee has a profile that shows all their information in one place. To view an attendee profile, click on their name in the attendees list.

What you can see in a profile

• Contact information (name, email, phone)
• Ticket type and order details
• Registration question answers
• Check-in history
• Sessions registered for
• Any notes you have added
• Tags applied to this attendee

Editing attendee information

You can edit attendee information from their profile page. This is useful if someone made a typo during registration or needs to update their details.

To edit an attendee, click the "Edit" button on their profile, make your changes, and click "Save."

Global attendee system

EventNerds uses a global attendee database. This means if someone attends multiple events in your organization, you will only have one attendee profile for them.

Benefits of global attendees

• You can see all events someone has attended across your organization
• Attendees do not need to enter their information again for future events
• You can build a history of engagement with each person
• Marketing and communications are easier because you have one record per person

Search and filtering

EventNerds provides powerful tools to find specific attendees or groups of attendees.

Searching for attendees

Use the search box at the top of the attendees list to find someone by:

• Name
• Email address
• Order number

The search updates as you type, so you will see results immediately.

Filtering attendees

You can filter your attendee list by:

• Ticket type: See only people who bought a specific ticket
• Check-in status: Show only checked in or not checked in attendees
• Registration date: Filter by when people signed up
• Tags: Show attendees with specific tags

You can combine multiple filters to create very specific lists. For example, you could show all VIP ticket holders who have not checked in yet.

Exporting attendee data

You can export your attendee list to a CSV file for use in other tools like spreadsheets or email marketing platforms.

How to export attendees

1. Go to the Attendees tab
2. Apply any filters you want (or leave unfiltered to export everyone)
3. Click the "Export" button
4. Choose what information to include in the export
5. Click "Download CSV"

What gets exported

Your export will include:

• Name and contact information
• Ticket type and order details
• Registration question answers
• Check-in status and time
• Tags and notes

Managing registrations

Sometimes you need to manage registrations manually. EventNerds gives you tools to handle common situations.

Adding attendees manually

You can add attendees without requiring them to go through the registration form. This is useful for comped tickets, staff, or VIP guests.

1. Go to the Attendees tab
2. Click "Add Attendee"
3. Fill in their information
4. Choose a ticket type
5. Click "Add Attendee"

Canceling registrations

If someone needs to cancel their registration, you can do this from their attendee profile. When you cancel a registration, the ticket becomes available again for someone else to purchase.

Transferring tickets

If someone cannot attend but wants to give their ticket to someone else, you can transfer the ticket to a new person. This keeps the original order intact but changes who is registered.

Attendee tags and notes

You can add tags and notes to attendees to help organize and remember important information.

Using tags

Tags are labels you can add to attendees. For example, you might tag someone as "Speaker," "Sponsor," "First-time attendee," or "VIP."

To add a tag, open an attendee profile, click "Add Tag," and type the tag name. You can add as many tags as you want.

Tags are useful for filtering and segmenting your attendee list. You can also export all attendees with a specific tag.

Adding notes

Notes let you write private information about an attendee that only your team can see. For example, you might note dietary restrictions, accessibility needs, or special requests.

To add a note, open an attendee profile, scroll to the Notes section, and type your note. Notes are private and never shown to attendees.

Attendee communications

EventNerds automatically sends confirmation emails when someone registers. You can also send custom emails to all attendees or specific groups.

Automatic emails

These emails are sent automatically:

• Registration confirmation with ticket QR code
• Payment receipt for paid tickets
• Event reminders (if you enable them)

Sending custom emails

To send a custom email to attendees:

1. Go to the Attendees tab
2. Filter to the group you want to email (or select all)
3. Click "Send Email"
4. Write your message
5. Click "Send"

Best practices for managing attendees

Here are some tips for working with attendees:

• Check your attendee list regularly, especially as your event approaches
• Use tags to organize attendees into meaningful groups
• Add notes for any special requirements or requests
• Export your attendee list before your event as a backup
• Test that confirmation emails are being received
• Respond quickly to attendee questions or concerns
• Keep attendee data secure and private