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Effectively manage your event attendees from registration through post-event follow-up. This guide covers registration management, invitations, check-in processes, and attendee segmentation.

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Overview

Attendee management in EcoEvents includes:
  • Processing and approving registrations
  • Sending targeted invitations and communications
  • Managing event check-ins
  • Segmenting attendees for personalized experiences
  • Tracking attendee engagement and sustainability contributions
All attendee data is encrypted and GDPR-compliant. Attendees control their data sharing preferences through their profile settings.

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Managing Registrations

1

Access Attendee Dashboard

Navigate to your event and select the Attendees tab. Here you’ll see:
  • Total registrations (confirmed, pending, cancelled)
  • Registration timeline chart
  • Revenue summary (for paid events)
  • Sustainability engagement metrics
2

View Registration Details

Click on any attendee to view their complete profile:
interface AttendeeProfile {
  id: string;
  name: string;
  email: string;
  registrationDate: string;
  ticketType: string;
  paymentStatus: 'pending' | 'completed' | 'refunded';
  checkInStatus: 'not_checked_in' | 'checked_in';
  dietaryPreferences?: string[];
  accessibilityNeeds?: string;
  sustainabilityCommitments: {
    greenTransport: boolean;
    digitalMaterials: boolean;
    carbonOffset: boolean;
  };
  customResponses: Record<string, any>;
}
View registration date, payment status, ticket type, dietary preferences, accessibility needs, and custom question responses.
3

Filter and Search Attendees

Use powerful filtering to find specific attendees:
  • Search: By name, email, company, or registration ID
  • Filter by Status: Confirmed, pending approval, cancelled, checked-in
  • Filter by Ticket Type: Early bird, standard, VIP, etc.
  • Filter by Sustainability: Carbon offset opted-in, green transport pledged
  • Filter by Dietary Needs: Vegetarian, vegan, gluten-free, allergies
const filterOptions = {
  status: 'confirmed',
  ticketType: ['early-bird', 'standard'],
  sustainabilityFilters: {
    carbonOffsetOptIn: true,
    greenTransportPledge: true
  },
  dietaryPreferences: ['vegan', 'vegetarian']
};
4

Approve or Reject Registrations

For events requiring approval:
  • Review pending registrations in the Pending tab
  • Click Approve to confirm registration and trigger confirmation email
  • Click Reject to decline (optionally include a reason)
  • Use Bulk Actions to approve/reject multiple registrations at once
Set up automatic approval rules based on criteria like company domain, previous attendance, or registration completeness to save time.

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Sending Invitations and Communications

1

Create Attendee Segments

Before sending communications, create targeted segments:
const segments = [
  {
    name: 'VIP Attendees',
    criteria: { ticketType: 'vip' }
  },
  {
    name: 'Sustainability Champions',
    criteria: {
      sustainabilityScore: { min: 80 }
    }
  },
  {
    name: 'Local Attendees',
    criteria: {
      location: { radius: 50, unit: 'miles' }
    }
  },
  {
    name: 'First-Time Attendees',
    criteria: {
      previousEventCount: 0
    }
  }
];
Navigate to Attendees > Segments and click Create Segment.
2

Compose Email Campaign

From the Attendees tab, click Send Email to access the email composer:
  • Recipients: Select all attendees or specific segments
  • Subject Line: Craft a compelling subject
  • Email Body: Use the rich text editor with merge tags
  • Attachments: Add PDFs, schedules, or sustainability guides
  • Send Options: Schedule for later or send immediately
Available merge tags:
{{attendee.name}}
{{attendee.email}}
{{event.name}}
{{event.date}}
{{attendee.ticketType}}
{{attendee.carbonFootprint}}
{{event.checkInURL}}
Test emails are sent to your account. Always send a test before sending to all attendees.
3

Send Personalized Invitations

For events with invitation-only sections (VIP lounges, workshops):
  • Navigate to Attendees > Invitations
  • Click New Invitation Batch
  • Select attendees or upload CSV
  • Choose invitation type and customize message
  • Set RSVP deadline
const invitation = {
  type: 'workshop',
  title: 'Green Energy Solutions Workshop',
  recipients: ['attendee-id-1', 'attendee-id-2'],
  message: 'You are invited to an exclusive workshop...',
  rsvpDeadline: '2026-06-10T23:59:59Z',
  capacity: 30,
  requiresRSVP: true
};
4

Send Event Reminders

Automated reminders keep attendance high:
  • 1 Week Before: Event details and preparation tips
  • 48 Hours Before: Final details and sustainability reminders
  • 24 Hours Before: Check-in information and logistics
  • Day Of: Doors open, parking info, green transport options
Customize reminder timing and content in Event Settings > Notifications.

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Managing Check-Ins

1

Set Up Check-In Method

Choose your preferred check-in approach:
  • QR Code Scanning: Attendees receive unique QR codes
  • Manual Entry: Search by name or email
  • NFC Badges: Tap-to-check-in (requires hardware)
  • Self-Service Kiosks: Attendees check themselves in
interface CheckInConfig {
  method: 'qr' | 'manual' | 'nfc' | 'self-service';
  enablePhoto: boolean;
  collectBadgePreference: boolean;
  trackEntryTime: boolean;
  allowMultipleCheckins: boolean;
}

const checkInConfig: CheckInConfig = {
  method: 'qr',
  enablePhoto: false,
  collectBadgePreference: true,
  trackEntryTime: true,
  allowMultipleCheckins: false
};
2

Use Mobile Check-In App

Download the EcoEvents Check-In mobile app (iOS/Android):
  1. Log in with your event organizer credentials
  2. Select your event
  3. Grant camera permissions for QR scanning
  4. Begin scanning attendee QR codes
The app works offline and syncs when connectivity returns.
Assign multiple team members check-in roles to speed up entry during peak arrival times.
3

Perform Manual Check-In

For attendees without QR codes:
  1. Open the Check-In interface
  2. Search by name, email, or registration ID
  3. Verify attendee identity
  4. Click Check In
  5. Print badge if using physical badges
async function checkInAttendee(attendeeId) {
  const response = await fetch(`/api/events/${eventId}/check-in`, {
    method: 'POST',
    headers: { 'Content-Type': 'application/json' },
    body: JSON.stringify({
      attendeeId,
      checkInTime: new Date().toISOString(),
      method: 'manual',
      location: 'main-entrance'
    })
  });
  
  return response.json();
}
4

Monitor Check-In Progress

Track check-ins in real-time:
  • View check-in rate on the live dashboard
  • See which attendees haven’t arrived
  • Identify bottlenecks at entry points
  • Send reminder notifications to no-shows
The dashboard displays:
  • Total checked in vs. expected
  • Check-ins per hour graph
  • Busiest entry points
  • Average check-in time per attendee

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Segmenting Attendees

1

Create Behavioral Segments

Segment attendees based on actions and engagement:
const behavioralSegments = [
  {
    name: 'Early Registrants',
    criteria: {
      registrationDate: { before: '2026-04-01' }
    }
  },
  {
    name: 'Session Participants',
    criteria: {
      sessionsAttended: { min: 3 }
    }
  },
  {
    name: 'Networking Enthusiasts',
    criteria: {
      connectionsMade: { min: 10 }
    }
  },
  {
    name: 'Survey Responders',
    criteria: {
      surveyCompleted: true
    }
  }
];
2

Create Sustainability Segments

Group attendees by their environmental impact:
  • Carbon Heroes: Top 20% in carbon reduction
  • Green Transport Users: Arrived via public transit, bike, carpool
  • Digital-First: Opted for all digital materials
  • Offset Contributors: Purchased carbon offsets
interface SustainabilitySegment {
  name: string;
  criteria: {
    carbonScore?: { min?: number; max?: number };
    greenTransport?: boolean;
    digitalMaterials?: boolean;
    offsetPurchased?: boolean;
    wasteReduction?: { min: number };
  };
}

const sustainabilitySegment: SustainabilitySegment = {
  name: 'Carbon Heroes',
  criteria: {
    carbonScore: { min: 90 },
    greenTransport: true,
    offsetPurchased: true
  }
};
Sustainability segments can be used to award badges, offer incentives, or recognize eco-conscious attendees.
3

Create Demographic Segments

Segment by attendee characteristics:
  • Company/organization
  • Job title/role
  • Geographic location
  • Industry sector
  • First-time vs. returning attendees
Use these segments for:
  • Targeted networking opportunities
  • Personalized session recommendations
  • Customized follow-up communications
  • Future event marketing
4

Export Segment Data

Export attendee segments for external use:
  1. Select a segment
  2. Click Export
  3. Choose format: CSV, Excel, JSON
  4. Select fields to include
  5. Download file
const exportConfig = {
  segmentId: 'carbon-heroes',
  format: 'csv',
  fields: [
    'name',
    'email',
    'company',
    'carbonScore',
    'sustainabilityActions'
  ],
  includeHeaders: true
};
Exported data contains personal information. Follow your organization’s data protection policies and obtain necessary consent.

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Attendee Communication Best Practices

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Timing Matters

Send communications at optimal times:
  • Registration confirmations: Immediately
  • Event details: 2-3 weeks before
  • Final reminders: 48 hours before
  • Post-event surveys: Within 24 hours after event
  • Impact reports: 1 week after event

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Personalize Messages

Use merge tags and segments to create relevant, personalized communications. Generic mass emails have lower engagement rates.

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Highlight Sustainability

Regularly communicate sustainability goals and attendee contributions. People who see their impact are more engaged.

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Keep It Concise

Attendees receive many emails. Keep messages brief, scannable, and action-oriented.

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Mobile-Optimize Everything

Over 60% of attendees check event emails on mobile devices. Test all communications on mobile before sending.

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Check-In Best Practices

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Start Check-In Early

Open check-in 1-2 hours before the event starts to avoid congestion.

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Multiple Entry Points

For large events, set up multiple check-in stations to reduce wait times.

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Staff Appropriately

Plan for 1 check-in staff member per 50-75 attendees during peak arrival times.

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Test Technology

Test QR scanners, badge printers, and internet connectivity before attendees arrive.

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Have a Backup Plan

Keep printed attendee lists and manual check-in sheets in case of technical issues.

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Offer Digital Badges

Reduce waste by offering digital badges instead of printed ones. Include QR codes for sustainability tracking.

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Managing Cancellations and Refunds

1

Process Cancellation Request

When an attendee requests cancellation:
  1. Navigate to their registration
  2. Click Cancel Registration
  3. Select reason (optional but helpful)
  4. Choose refund amount based on your policy
  5. Confirm cancellation
const cancellationPolicy = {
  '30+ days before': 100, // 100% refund
  '15-29 days before': 50,  // 50% refund
  '7-14 days before': 25,   // 25% refund
  'Less than 7 days': 0     // No refund
};
2

Process Refund

Refunds are processed automatically based on your policy:
  • Credit card refunds: 5-10 business days
  • PayPal refunds: 24-48 hours
  • Manual refunds: As per your process
Attendees receive a cancellation confirmation email with refund details.
3

Manage Waitlist

If your event has a waitlist:
  1. When a cancellation occurs, the system automatically notifies the next person on the waitlist
  2. They have 48 hours to claim the spot
  3. If unclaimed, the next person is notified
Enable automatic waitlist management in Event Settings to reduce manual work.

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Advanced Attendee Features

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Attendee Networking

Enable the networking feature to allow attendees to:
  • View other attendees’ profiles (with permission)
  • Schedule one-on-one meetings
  • Join interest-based groups
  • Exchange digital business cards

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Attendee App

Provide attendees with the EcoEvents mobile app for:
  • Event schedule and session information
  • Personal agenda building
  • Real-time notifications
  • Sustainability tracking dashboard
  • Networking features

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Gamification

Increase engagement with gamification:
  • Award points for sustainable actions
  • Create leaderboards for carbon reduction
  • Offer badges for milestones
  • Provide incentives for top participants
const gamificationRules = {
  points: {
    greenTransport: 50,
    digitalMaterials: 25,
    sessionAttendance: 10,
    surveyCompletion: 30,
    networking: 5 // per connection
  },
  badges: [
    { name: 'Carbon Hero', requirement: { points: 200 } },
    { name: 'Super Networker', requirement: { connections: 20 } },
    { name: 'Sustainability Champion', requirement: { carbonScore: 95 } }
  ]
};

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Next Steps

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Troubleshooting

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Attendee Not Receiving Emails

  • Check spam/junk folders
  • Verify email address is correct
  • Ensure your domain is properly authenticated (SPF, DKIM)
  • Check email delivery logs in Settings > Email Logs

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Check-In QR Code Not Scanning

  • Ensure adequate lighting
  • Clean camera lens
  • Increase screen brightness on attendee device
  • Use manual check-in as backup

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Duplicate Registrations

  • Use the merge tool in Attendees > Duplicates
  • Set up duplicate detection rules based on email or name
  • Enable single-registration-per-email enforcement
For additional support, contact our team or visit the help center.

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