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Attendee management is where you add guests, import CSV files, send confirmation emails, and activate attendee portals.

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Accessing Attendee Management

1

Navigate to Event Portal

Go to Events → /events and click on your event name.
2

Open Attendees Tab

In the event portal sidebar, click Attendees to open /{org-slug}/{event-slug}/portal/attendees.
Attendee Management Page

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Adding Attendees Manually

Each attendee added consumes 1 attendee token from your balance. Ensure you have sufficient tokens before adding attendees.
1

Click Add Attendee

Click the Add Attendee button (plus icon) in the top section.
2

Enter Attendee Details

Fill in the form:
  • Name: Attendee’s full name (required)
  • Email: Attendee’s email address (required)
Custom fields (if configured) will also appear here.
3

Save Attendee

Click Save to add the attendee. This:
  • Consumes 1 attendee token
  • Generates a unique 8-character ID (e.g., “A3B5X7K2”)
  • Creates a QR code for the attendee
  • Does NOT send a confirmation email automatically
After adding an attendee, you must manually send the confirmation email using the Send Email button.

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Importing Attendees via CSV

Bulk import attendees using a CSV file.

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Step 1: Download CSV Template

1

Click Download Template

On the Attendee Management page, click Download CSV Template.
2

Open Template

The template is dynamically generated based on your event’s attendee fields configuration.Always included:
  • Name
  • Email
Conditionally included:
  • Any optional fields you selected during event creation (Department, Organisation, Seat, Table, etc.)
CSV Template Example

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Step 2: Fill in Attendee Data

  1. Open the CSV template in Excel, Google Sheets, or any spreadsheet application
  2. Fill in attendee information row by row:
    • Name: Full name (max 200 characters)
    • Email: Valid email address
    • Optional fields: Fill as needed
Example CSV: 
Name,Email,Department,Organisation,Table
John Smith,[email protected],Engineering,TechCorp,5
Jane Doe,[email protected],Marketing,TechCorp,3
Bob Johnson,[email protected],Sales,RetailCo,7
  • Name and Email are required for every row
  • Email addresses must be valid (format: [email protected])
  • Names cannot exceed 200 characters
  • Maximum 1,000 rows per CSV file

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Step 3: Validate Your CSV

Before uploading, check for:
  • ✅ No blank rows
  • ✅ No missing Name or Email values
  • ✅ Email addresses are properly formatted
  • ✅ Special characters are removed (e.g., angle brackets, less than, greater than)
  • ✅ File size is reasonable (under 5 MB)
Save your CSV as UTF-8 encoded to prevent character encoding issues.

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Step 4: Upload CSV

1

Click Upload CSV

On the Attendee Management page, click Upload CSV (upload icon).
2

Select File

Choose your completed CSV file from your computer.
3

Validation

The system validates:
  • File format and structure
  • Required fields (Name, Email)
  • Email format
  • Row count (max 1,000)
  • Token availability
4

Token Deduction

If validation passes:
  • The number of attendees is counted
  • Attendee tokens are deducted from your balance (1 token per attendee)
  • If insufficient tokens, upload is rejected
5

Import Complete

Upon success:
  • All attendees are added to the event
  • Unique IDs and QR codes are generated
  • A success message shows how many attendees were imported and tokens used
CSV imports do NOT automatically send confirmation emails. Use the bulk email feature after import.

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Common CSV Import Errors

Cause: One or more rows have an empty Name field.Resolution:
  • Open your CSV and check for blank Name cells
  • Fill in missing names
  • Re-upload the file
Cause: Email address doesn’t match the pattern [email protected].Resolution:
  • Check for typos (e.g., user@domain without .com)
  • Remove spaces before or after email addresses
  • Ensure @ symbol is present
Cause: Your account doesn’t have enough tokens to import all attendees.Resolution:
  1. Check your token balance on the dashboard
  2. Purchase more attendee tokens at /purchase
  3. Return and upload the CSV again
Cause: Your CSV has more than 1,000 attendee rows.Resolution:
  • Split your CSV into multiple files (e.g., 500 rows each)
  • Upload each file separately
  • Contact support if you need to import larger batches

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Managing Attendees

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Viewing All Attendees

The Attendee Management page displays a table with:
  • Name: Attendee’s full name
  • Email: Attendee’s email address
  • Unique ID: 8-character alphanumeric ID (e.g., “A3B5X7K2”)
  • Checked In: Status badge (Checked In / Pending)
  • Check-In Time: Timestamp of check-in (if applicable)
  • Check-In Method: QR Scan or Manual
  • Portal Active: Whether the attendee portal is enabled
  • Actions: Send Email, Toggle Portal, Delete

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Searching Attendees

Use the search bar to filter attendees by:
  • Name (partial match)
  • Email (partial match)
  • Unique ID (exact or partial match)
Search is case-insensitive and updates results in real-time as you type.

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Sending Confirmation Emails

Confirmation emails contain event details, QR codes, unique IDs, and attendee portal links.

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Sending Individual Emails

1

Find Attendee

Locate the attendee in the table or use search.
2

Click Send Email

Click the Send Email icon (mail icon) next to the attendee.
3

Email Sent

The system:
  • Generates a personalized email using the confirmation email template
  • Embeds the attendee’s QR code
  • Includes the unique ID and event details
  • Sends via Resend

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Sending Bulk Emails

Send confirmation emails to all attendees at once.
1

Click Bulk Email

Click the Send All Emails button at the top of the page.
2

Confirm Action

Review the confirmation dialog. This will send emails to:
  • All attendees who haven’t received a confirmation email, OR
  • All attendees (including resending to those who already received one)
3

Processing

The system processes emails in batches. A progress indicator shows how many have been sent.
4

Complete

A success message shows the total number of emails sent.
Bulk email operations can take 30-60 seconds for large attendee lists. Do not close the page until complete.

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Resending Confirmation Emails

  1. Find the attendee in the table
  2. Click Resend Email (if already sent once)
  3. The attendee receives a fresh copy of the confirmation email
Use resend for attendees who:
  • Didn’t receive the original email (check spam folder first)
  • Deleted the email accidentally
  • Need the QR code again

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Attendee Portals

Each attendee has a personal portal accessible at: 
/{org-slug}/{event-slug}/attendee/{unique-id}

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What’s in the Attendee Portal?

  • Personalized Welcome: “Welcome, [Attendee Name]”
  • Event Information: Details from your event branding
  • Attendee Info: Display of custom fields (Department, Table, etc.)
  • QR Code: Downloadable QR code for check-in
  • Unique ID: Displayed prominently

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Activating Attendee Portals

Attendee portals can be activated manually or automatically.

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Manual Activation (Individual)

1

Find Attendee

Locate the attendee in the table.
2

Toggle Portal

Click the Portal Active switch next to the attendee.
3

Portal Enabled

The attendee can now access their portal via the link in the confirmation email.

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Manual Activation (All Attendees)

  1. Click Activate All Portals at the top of the page
  2. Confirm the action
  3. All attendee portals become accessible immediately

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Automatic Activation

Attendee portals are automatically activated when attendees check in (QR scan or manual check-in).

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Deactivating Attendee Portals

You can disable portal access at any time:
  1. Click the Portal Active switch to turn it off
  2. The attendee’s portal link becomes inaccessible
  3. They see an error message if they try to access the portal
Bulk Deactivation:
  1. Click Deactivate All Portals
  2. Confirm the action
  3. All attendee portals are disabled
Portals are automatically deactivated 3 days after the event date or when manually disabled by the client.

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Exporting Attendee Data

Download attendee data as a CSV file.
1

Click Export

On the Attendee Management page, click Export Attendees (download icon).
2

File Generated

The system generates a CSV with:
  • Name
  • Email
  • Unique ID
  • Checked In status (Yes/No)
  • Check-In Time
  • Check-In Method (QR Scan / Manual)
  • Portal Active status
3

Download CSV

The file downloads automatically to your device.
Export data regularly for backup and compliance purposes.

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Deleting Attendees

Deleting an attendee is permanent and removes all their data, including check-in records. Attendee tokens are not returned when attendees are deleted.
1

Find Attendee

Locate the attendee in the table.
2

Click Delete

Click the Delete icon (trash icon) next to the attendee.
3

Confirm Deletion

Review the confirmation dialog and click Delete.
Use this feature to remove test attendees or duplicate entries.

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Best Practices

For large events (500+ attendees):
  • Split your CSV into batches of 200-300 rows
  • Upload one batch at a time
  • This improves upload success rate and makes troubleshooting easier
Before importing your full attendee list:
  1. Create a test CSV with 3-5 sample rows
  2. Upload and verify import success
  3. Send test confirmation emails
  4. Review attendee portal and QR codes
  5. Delete test attendees
  6. Import full attendee list
For conferences and trainings:
  • Send emails 1-2 weeks before the event
  • Include event agenda and venue map
For dinners and weddings:
  • Send emails 3-5 days before the event
  • Include dress code and parking information
  • Keep portals deactivated until after confirmation emails are sent
  • Activate manually for VIP or early access attendees
  • Enable automatic activation via check-in for general attendees
Before event:
  • Export attendee list for registration desk reference
After event:
  • Export with check-in data for attendance reports
  • Use for follow-up communications

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Common Workflows

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Importing a Conference Attendee List

  1. Download CSV template from Attendee Management page
  2. Export attendee data from your registration system
  3. Map columns to match template (Name → Name, Email → Email, Company → Organisation)
  4. Copy data into template
  5. Save as CSV (UTF-8)
  6. Upload to PassTru
  7. Verify import count matches expected
  8. Send bulk confirmation emails
  9. Activate all portals

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Managing Walk-In Attendees

  1. Keep a tablet at the registration desk
  2. Open Attendee Management page
  3. For walk-ins:
    • Click Add Attendee
    • Enter their name and email
    • Save (1 token consumed)
  4. Immediately send confirmation email
  5. Direct them to check in via QR or manually

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Troubleshooting

Possible causes:
  • File is too large (over 5 MB)
  • File is corrupted
  • Network timeout
Resolution:
  1. Check file size and compress if needed
  2. Re-save CSV as UTF-8 encoded
  3. Try uploading on a stable internet connection
  4. Split into smaller batches
Steps to resolve:
  1. Check spam/junk folders
  2. Verify email addresses are correct in attendee list
  3. Test with a personal email address
  4. Check Resend dashboard for delivery status
  5. Wait 5-10 minutes (email delivery can be delayed)
Possible causes:
  • Portal is deactivated → Toggle portal active switch
  • Wrong unique ID in URL → Verify the unique ID matches
  • Attendee was deleted → Re-add the attendee
Resolution:
  1. Ensure at least one attendee exists
  2. Refresh the page
  3. Try exporting from a different browser
  4. Check browser console for errors

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