Managing Ticketed Event Attendees

Owned by Sophie Cooper
Last updated: Sept 26, 2024
3 min read

Once you’ve set up all your events as bookable products and your store has gone live, you’ll manage attendees in the Bookings Dashboard.

Contents:

Video Guide

 

https://youtu.be/lC-LYMdmR2o

Bookings Dashboard Overview

The Bookings Dashboard allows you to view sessions or events for the current day, and future dates.

Open the Store Manager, then click Bookings on the left-hand side menu. 

Sessions without any attendees have a grey background. Sessions with attendees are highlighted with a green background.

If you have a lot of sessions on a particular day, you can use the search bar to narrow down your results. 

If you want to view future sessions, click on the calendar button at the top and use the calendar picker to select the day you want to view.

If you need to return to the current day, click on the Today button.

Viewing Attendees

From the Bookings Dashboard:

  1. Select the session you want to view by clicking the session card. If no sessions are shown for the current day, use the calendar picker to choose a particular date and select the session you want to view. If multiple sessions occur on the same day, click to expand all sessions and then choose your required time slot from the list.

  2. When you find the particular session, click to expand and an attendee list will be shown on the next screen. You will be provided with the Name, Company and Site of the user.

  1. If your event has Booking Attendees enabled, you will also be able to see how many Attendees that particular user has booked.

     

You can also find attendee data on the Orders screen, selecting this option from the left hand menu and then selecting the relevant order card to find attendee information

 

Contacting Attendees

  1. Locate the session of which you wish to contact the attendees and select the session card

  2. Click the Email Attendees button.

This feature is intended for important updates relating to a session and not for marketing purposes.

  1. Select the attendees you want to email using the checkboxes. Use the top checkbox to select all.

     

  2. Enter your message in the message field. The editor supports bold and italics formatting as well as hyperlinking. Select the Send Email button once you've finished composing your message.

  3. A final confirmation modal will be shown, select Yes to continue. A confirmation message will be shown at the bottom of the screen.

    An email is sent to the attendees notifying them of a message. The message is shown in a blue banner towards the bottom of the email. An example email can be seen below.

 

Checking-in Attendees

You can keep track of users who attended your event or session using our Check-in feature. All users who book a session will receive a Check-in SMS to their phone number 30 minutes before the session start time. They will be prompted to click the link to check-in in advance however, you can also check them in from the Bookings dashboard.

  1. Locate your session in the Bookings Dashboard and select the session card to expand

  2. Here, you will see a coloured flag. Users who have checked in beforehand will be shown this flag on their device following check in. They may show this to you on arrival so you can check it matches with your session

  3. For users who haven’t checked in beforehand, click the session information to view a list of attendees, then press CheckIn next to attendees' names. You can also undo the check-in if you make a mistake.