Event attendance

For each event registration, you can record whether the registrant has actually attended the event. You can check in a registrant – record their attendance – from the registrants list on the browser version of Wild Apricot, or using Wild Apricot's admin app.

To speed up the check-in process, you can check in registrants by scanning the QR code that appears in their registration confirmation emails. 

If you don't have a computer or mobile device at the event, you can generate and print an attendance report that you can use to manually record attendance. You can then use the completed attendance report as a reference while recording attendance in Wild Apricot.

After you've recorded the attendance for an event, you can view the number and percentage of attendees from the events list.

Checking in registrants from the browser version

To check in a registrant from the browser version of Wild Apricot, click the Registrant & invitees link to view the list of registrants, then click the grayed out circle button beside the registrant's name (under the Check in column).

Only full administrators and event managers can check in attendees. For information on administrator types, see Site administrators.

To check in a single guest, click the grayed out circle button beside the name of the guest or the number of guests (depending on your guest registration settings). If there are multiple guests for a particular registration, you click the dropdown displaying the number of guests and select the number of guests to be checked in.

The Check in button will be automatically checked.

Checking in registrants from the admin app

There are two ways to record attendance from the admin app: using QR codes and by tapping.

Using QR codes

Instead of checking in event registrants manually, you can use the Wild Apricot admin app to scan QR codes from their registration confirmation emails.

A QR code with unique registration information will be automatically included in the event confirmation email if the email template includes the {QR_Code} macro. In place of that macro, a unique QR code will be inserted as an image.

The registrant can print the email with the QR code or simply display it on their mobile device when they arrive at the event.

If you haven't modified your registration confirmation email template, then the {QR_Code} macro will be automatically added to the template. If you have modified your registration confirmation email template, then you can manually add that macro, or else you can edit the template then click the Restore default button to override your modifications and revert to the default registration confirmation template.

When a registrant with a QR code arrives at your event, an administrator can check in the registrant from the event details tab by tapping the Check in with QR code option.

You then hold your mobile device up to the registrant's QR code within their registration confirmation email.

The registrant can display the email on their mobile device, or hand in a printed copy of the registration confirmation email.

If the registration stored in the QR code is a valid registration for the current event, and the registrant hasn't already been checked in, then a message will be displayed indicating that the registrant has been successfully checked in.

If the registration includes guests, the guests will not be checked in using the QR code. To check in the registrant's guests, tap the registrant's name to view their registration details and check in the guests from there.

To check in another registrant, click the Scan another code option then scan the next QR code.

If the registration is unpaid, a message to that effect will appear, and the registrant will not be checked in. 

To check in a registrant with an unpaid registration, tap the circle to the left of the registrant's name and choose one of the check-in options.

If the registration is for a different event, then the registrant will not be checked in, and a message will appear identifying the event.

If the QR code does not include registration information for one of your events, then a message will appear indicating that the QR code is invalid.

By tapping

On Wild Apricot's mobile app, you check in a registrant by tapping the open circle (iOS) or square (Android) beside the registrant's name, within the registrants list or within the registration details.

A check mark indicates that the registrant has been checked in. To undo a check in, tap the check mark beside the checked in registrant's name.

If you are checking in a registrant who hasn't fully paid the registration fee, you will be asked whether you want to check in the registrant with or without payment.

To check in a single guest, tap the open circle or square beside the name of the guest or the number of guests (depending on your guest registration settings). If there are multiple guests without contact or registration information under a particular registration, you tap the open circle or square then select the number of guests to be checked in.

Viewing attendance information

On the browser version

Within the events list, the number and percentage of attendees for each event appears under the Attendance column.

On the mobile app

On Wild Apricot's mobile app, the number of registered and checked in registrants (including guests) are displayed for each event in the events list...

...and on the event details screen.

Emailing event attendees

To email just the attendees for a particular event, follow these steps:

1. Go to the Registrants & invitees tab for the event.
2. Click the Filter dropdown and select the Checked in option.
3. Now, with just the checked-in registrants (i.e. the attendees) displayed, click the green Email registrants button at the top of the screen to send an email to just those attendees.

For information on composing your email blast, see Sending manual emails.

Exporting event attendees

To export attendees for a particular event, follow these steps:

1. Go to the Registrants & invitees tab for the event.
2. Click the Filter dropdown and select the Checked in option.
3. Now, with just the checked-in registrants (i.e. the attendees) displayed, click the green Export registrants button at the top of the screen.
4. From the dialog that appears, you can select the export file format and choose which fields to include in the export file.  

Generating an attendance report

You can generate and print an attendance report that you can use to manually record attendance at an event.

Before generating the report, you can sort and filter the list of registrants to control the order and narrow the scope of the report.

To generate an attendance report, click the event within the event list, then click the Reports button and select the Attendance list option.

Checking in at multi-session events

Currently, checking in attendees takes place at the event level, so attendees cannot be checked in for individual sessions.