Manage Attendees
View, add and change registrations.
Attendees at a glance
Where to find attendees
Open the event and switch to the Attendees tab. The table lists every person, whether they booked through checkout or were added by hand.
Filtering by status
Above the table sit the tabs All, Confirmed, Waitlisted, Cancelled and Rebooked. A cancelled waitlist registration also appears under Cancelled. This lets you quickly find, for example, everyone on the waitlist without searching the whole list.
Two statuses per attendee
Every attendee carries two independent status indicators:
- Registration status: Confirmed, Waitlisted, Cancelled or Rebooked. It decides whether the seat counts.
- Payment status: the actual payment status for attendees who booked through an order, or Manual for attendees you added yourself without an order.
A tooltip on the capacity indicator always shows you how many attendees stand against the total capacity.
Adding an attendee
Click "+ Add Attendee" in the Attendees tab. planni opens a side panel.
Search for an existing contact by email, or create a new person with first name, last name and email if they do not exist yet. Contacts already registered for this event are not suggested again in the search.
Choose between "Register as confirmed" and "Put on the waitlist". Confirmed takes up a seat right away and triggers a registration confirmation, the waitlist takes up no seat and triggers no confirmation.
Fill in any additional fields brought in by the event's product, if needed, and save.
You can add an attendee regardless of the event's status, as long as it has at least one module that has not passed yet. If capacity is already reached and overbooking is not allowed, planni pre-selects the waitlist and locks the "Register as confirmed" option.
For how to set capacity and overbooking on the event itself, see Create Event.
Editing and cancelling attendees
Changing data
Open an attendee to change first name, last name, email and the product-specific extra fields. The save button only becomes active once something has actually changed.
Rebooking and cancelling
An attendee's action menu also offers Rebook, Cancel and, if the attendee booked through an order, Jump to Order. Once the event is completed, both actions are locked and the attendee is kept in its last state as history.
Why an action is greyed out
- Already cancelled or rebooked: these entries stay in place as history and cannot be cancelled or rebooked again. Register the person again instead, using Register as confirmed or Put on the waitlist.
- The event is completed: rebooking and cancelling are no longer available at that point.
Exporting the attendee list
Use the export icon in the Attendees tab to download the current list. Export is disabled as long as there are no confirmed attendees.
Best practice from support: create the contact first under Contacts or import it there, then link it to the event, instead of typing it in fresh here. This avoids duplicate contacts.