Events: Manage Attendees and Registrations

Events: Manage Attendees and Registrations

Once people register for your event, the Attendees page is where you track sales, check people in at the door, message attendees and handle refunds.

This article covers managing an event after it's published. To create an event and set up registration, see Events: Add an Event with Registration and Tickets.

Open the Attendees page

1. In your Hub, go to Hub Administration > Content > Events.
2. Find your event in the list and select the ⋮ (more) button next to Edit.
3. Select Attendees.

Tip: The ticket icon on each event card shows how many registrations it has at a glance.

Attendees overview

The top of the Attendees page shows four totals for the event:

• Tickets sold: tickets sold out of the total available
• Checked in: orders checked in out of total orders
• Net sales: total collected after refunds
• Refunded orders: number of orders refunded

Select Export CSV in the top-right corner to download your attendee list.

Find and check in attendees

The Registrations tab lists everyone registered, with their tickets, amount paid, order date and status.

1. Use Search to find someone by name or email.
2. Use the filters to narrow the list: All, Not checked in, Checked in or Refunded.
3. Select Check in next to the attendee when they arrive.

Checking someone in confirms they attended and stops the same ticket from being used again. Attendees can show you their confirmation code (from their confirmation email or My registrations page) so you can match it to their order.

Refunded orders show a Refunded label and can't be checked in. If an attendee has sent you a message you haven't read, you'll see an unread label next to their name.

View an attendee's details

Select an attendee's name to open their details panel. From here you can:

• Check in the attendee
• See their Order: confirmation code, order date, tickets and amount paid
• See their Registration answers (if your event uses registration questions)
• Message them, add internal notes, and manage the order (below)

Message an attendee

Use the Reply box at the bottom of the Messages section to send a one-off message, then select Send reply. The attendee gets it by email and in their My registrations page. They can reply in the Hub or by replying to the email, and their replies show up in the same thread.

Messages go out in the event organizer's name. See the Organizer setting in Events: Add an Event with Registration and Tickets.

Add an internal note

Use Internal note to leave notes about the order for your team, then select Save note. Only organizers can see internal notes. Attendees never see them.

Manage the order

Under Manage order:

• Refund payment returns the full payment to the buyer (paid tickets only).
• Remove personal data erases the attendee's name, contact details and answers. The order record stays. Use this for GDPR or privacy requests.

Message all attendees

Use this to send everyone the same update, like parking info or a schedule change.

1. On the Registrations tab, select Message all attendees.
2. Type your message (up to 2,000 characters).
3. Select Send to [number] attendees.

Good to know:

• Cancelled registrations don't get the message.
• The message is added to each attendee's conversation as a message from you, and each attendee gets one email.
• Replies come back to you individually, in each attendee's thread.
• You can send up to 3 of these messages per event per day.

View sales

Select the Sales tab to see how each ticket type is selling:

• Tickets: each ticket type with the number sold out of the total and its Gross amount. Gross is the current ticket price times tickets sold, before discounts.
• Promo codes: any promo codes used for the event.

What attendees see

After registering, attendees can view their registration on the event's Registrations section. It shows:

• The event start and end time, with an Add to calendar button
• Their registration date, name, email and confirmation code
• Their tickets and the amount paid
• Messages with the organizer, where they can send you a message and see your replies

Attendees are reminded not to send payment details in a message.

Have any further questions or need assistance? Please don't hesitate to reach out at support@inspirehub.com.