Registrants and invitees list

After you have added a new event and enabled online registration, you can view information about registrations for the event. For each event, you can view:

• a list of event registrants and invitees
• details of individual registrations
• summary of event payments
• summary of event choices

Invitees are contacts who have been sent an event announcement that includes the {Registration_buttons} macro but haven't yet registered for the event.

You can also view:

• a list of contacts with event registrations
• all event registrations for a contact

Viewing event registrants and invitees

To view a list of registrants and/or invitees for a particular event, follow these steps:

1. Hover over the Events menu and select the Event list option.
2. Click the event within the events list.
3. Within the event details, click the Registrants & invitees link.

By default, the list is filtered to show just current registrants.

You can filter the list to display invitees and different kinds of registrants. For more information, see Filtering the list of registrants and invitees (below).

For each registrant and invitee, the following information is displayed.

Check in
Indicates whether the registrant or guest has been checked in to the event. For more information, see Tracking event attendance.

Registrant
Name, email, and organization of the registrant (or invitee), and number and names (if applicable) of guests.

Members should login before registering for an event, so the system can properly classify their registration and apply the appropriate registration rate and connect this registration with the member record. All people who registered without logging in are considered visitors.

Membership
The membership status, renewal date, and membership level of the registrant (or invitee).

Registration
The ticket type, registration fee (including extra costs they have selected as well as the number of guest registrations), registration date, and invoice number for the registration.

Payment status
Status of the registration invoice. If no event invoice exists for the contact, you have the option of generating a new invoice, or confirming the registration without creating a new invoice (and no fee will be charged to the registrant). You also have the option to record a payment towards all outstanding invoices. Once paid in full, the status is shown as Paid.

You can click anywhere within a row to view the registration details for a contact. From there, you can edit the registration, resend confirmation, cancel, or delete the registration.

Filtering the list of registrants and invitees

By default, the Registrants & invitees tab displays only the current registrants for your event. You can filter the list to display invitees or certain kinds of registrants.

The following filter options are available:

You can also enter text in the Search field to further filter the list, displaying only those records that match your search text (and the current filter option).

The matching text can appear anywhere within the information displayed for the registrant (or invitee) on this screen.

Sorting the list of registrants and invitees

You can filter the list of registrants and invitees by registration date, registrant name, or ticket type.

Changing invitation responses

From the Registrants & invitees list, you can change the invitation response for individual invitees. To change the response, click the dropdown list under the Registration heading and select a different response.

For advanced events, you can change a No reply response to either Registered or Not attending, and change a Not attending response to Registered. You cannot change a Registered status using this dropdown. For instructions on canceling an event registration, click here.

For simple events, you can change any response to any other response.

When you change an invitation response to an advanced event to Registered, or change the response for a simple event to Yes, the event registration form will appear so you can complete the registration for the invitee.

Emailing event registrants and invitees

While viewing the list of registrants and invitees, you can send an email blast to everyone on the list by clicking the Email registrants button.

Clicking the Email registrants button from the Registrants list can result in the email being sent to non-registrants. The email will go to everyone currently displayed on the registrants and invitees list, so make sure the list is properly filtered before clicking this button. On all other event tabs, clicking the Email registrants button will send an email to event registrants only.

You can create your email blasts from scratch or use one of the professionally designed email templates provided by Wild Apricot. In either case, you can add text, formatting, graphics, and links to the message. To personalize the message, you can use macros to insert specific information such as the recipient's first name or organization.

After you've sent your email blast, you can track opened, clicked, and undelivered mail, and review email failures. For more information, see Sending email blasts.

Guest registrants receiving the email blast will be unable to use the Unsubscribe link to unsubscribe from future emails since they have not been added to your contact database.

Exporting event registrants

You can export the current list of registrants – along with their registration information – for a specific event or for all events in the events list.

To export registrants for all events currently displayed in the events list, display the list then click the Export registrants button. If your list is filtered by date, by a Filter option, or using a search string, then only registrants from the currently listed events will be exported.

To export event registrants for a particular event, click on the event within the events list then click the Export registrants button.

If you click the Export registrants button from the Registrants & invitees tab, the export file will include everyone currently displayed in the registrants and invitees list. Since this list can include non-registrants, make sure it is properly filtered before clicking this button. On all other event tabs, clicking the Export registrants button will export event registrants only.

In either case, you can select the export file format – XLS, CSV, or XML – and choose which fields to include in the export file. You can choose from event details, registration form values – including both common fields and custom event fields – and registration details. Information stored in membership fields will not be included in the export file.

Within the Registration details section, the Member field indicates whether the registrant has a membership level assigned (yes or no).

You can also choose whether to include waitlisted contacts in the export file. Within the export file, contacts on the waitlist will have their Payment state set to On waitlist.

If you choose to include guest registrations, the corresponding column in the export file will display the number of guests (both checked-in and total) for ticket types that only collect the number of guests.

After you have made your selections, click the Export button.

While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen.

Once the file is generated, you'll receive an email with a link to the file.

If you waited until the export file was generated, the file will be automatically downloaded. As well, a dialog with a link to the file will appear, and an email with the link will be sent to you.

Before clicking the download link within the email, make sure you are logged into your Wild Apricot account as an administrator, and in admin view.

Viewing registration details

The event registration details screen provides the complete details of a single event registration.

To display event registration details for a contact, you can:

• click the event within the list appearing on the contact's Events tab, or
• click the appropriate row (but not the contact's name) within the event's Registrants & invitees tab.

You can use the Prev and Next buttons to browse through other registrations within the list.

The event registration details may differ from event to event but will always include the same three sections:

• Event registration form
  Contact information for the registrant.
• General
  Event name, ticket type, and total amount paid by the registrant.
• Internal notes
  Information about the registration status and event ticket type.

If there are any guest registrations, there will be another section, listing the guests and their costs along with the name of their host (the primary registrant). Where details about the guest have been collected, there will be a link to their registration details. To modify or delete a guest registration, click the link under Guest registrations.

The following options are available from the event registration details screen:

Edit
Allows you to modify the registration details.

Add guest
Allows you to add a guest if guest registrations are enabled.

Cancel registration
Removes the registration from the event including any guest registrations added by the registrant. Canceled registrations can be viewed on the Registrants list by selecting the Canceled filter.

Record payment
Allows you to record a payment if the registration fee has not been fully paid.

Delete
Permanently deletes the registration, its invoice, and attached guest registrations.

Deleted registrations can't be restored.

Send notification
Sends registration confirmation email to the registrant.

Modifying an event registration

To modify a registration for an event, follow these steps:

1. Within the Registrants & invitees list, click the name of the registrant whose registration you want to change.
2. To add a guest, click the Add guest button.
3. To make any other change to the registration, click the Edit button.
4. Make the necessary changes.
5. Click the Save button.
6. If the changes you made affect the cost of the event – maybe you changed the ticket type or the number of guests – you will be prompted to update the invoice, delete the invoice, or cancel the invoice update. When changing from a paid ticket type to a free one, you should delete the invoice (since you cannot have an invoice without a cost).
7. If you choose to update the invoice, you can then click the Email button to email the updated invoice to the registrant. An email will not be automatically sent.