Whether keeping an eye on an upcoming event's registration numbers or reviewing the information for a past event, the Attendees tab is a great resource to review needed details.
This article explains the basics of using an event attendee list. Events default to Registration Detail view of an attendee list, but there are two more available views: Unique Attendees and Companies. We'll cover these views in the Event Attendee List Views article.
Sections in this article:
Overview Totals
When viewing events on the backend, quickly reference the overview totals in the upper right corner to see registration totals for an upcoming event or for a snapshot of final numbers for past events.
These numbers represent the following:
Tickets Sold: The number of tickets (not seats) sold so far for this event.
Attendees: This is the number of unique attendees, which means a person who registered under multiple tickets will only be counted once.
Note that each blank attendee counts as a unique attendee, but is only counted when showing the Attendee Name field on event tickets.
Each "TBD" record is counted as a unique attendee. A value of "TBD" in the Attendee First Name field is allowed if the Attendee Name field is not required. Learn more about TBD attendees.
Companies: This is the number of unique companies that have staff registered for the event.
Capacity: This number is determined by the "Capacity (Number of Seats)" field on the Settings tab of the event. Once the capacity is reached, the event will show as "Sold Out" on the frontend event page.
Filter & Search Attendee List
Use the general filter on the Attendees tab to filter the list by Ticket Type. This particular field is a multi-select filter to select one or more ticket types.
Select the tickets for attendees using the Filter, and the list will update! No need to create a custom report or sort in Excel.
To remove a Filter value, click on it and click "Delete" on your keyboard.
You can also filter by:
Registration Status: View Active registrations or Cancelled registrations (the default setting will show Active only)
Attendance Status: View who Attended, Did Not Attend, or those with an Unknown attendance record
Payment Status: View Paid or Unpaid registrations
TBD Attendee: Show or Hide TBD attendee registrations (if allowed in event setup)
Promo Code(s) Used: Multi-select from available promo codes to view registrations that used them
Registration Type: View registrations that were purchased on the website (frontend), placed by an admin, or synced via a connected app.
Instructors: View registrations for tickets with specific instructors attached (see more about Continuing Education in Novi)
Additionally, use the search box to look for an attendee by name, company, or to search by the specific custom field specified in Association Settings as searchable.
Add/Remove Display Columns
Some columns show by default, while others are available under the gear icon. To sort the report by a particular column, click on a specific column header.
Note:
These display options will be sticky for an Association Admin's view (not anyone else's) and in a specific browser and device (not across browsers or other devices used). If needed, columns can be reset to the default Novi list view.
If the attendee or purchaser's name is displayed as a hyperlink, this means the purchaser was logged in and the attendee was selected from a record in the database. Clicking on these links opens the corresponding record. If an attendee's name is not linked to their member record, follow the steps in this article to update the registration.
If a guest (non-logged in user) company data needs to be collected, update Association Settings > QuickBooks to check Guest Checkout Requires Parent Member Name)
The Discount column is only for Promo Codes - it does not apply to registrations that are entered by an admin with "Charge for Registration" toggled to Off.
The Revenue columns do not include tax. Gross revenue reflects the amount charged for the ticket itself. Net Revenue is the total after any discounts.
When a ticket has more than one seat, the Revenue columns will split the price of the ticket to a price per seat. (Ex: A $900 ticket for 4 seats will show $225 per attendee).
The Credit Types and Credits Possible/Earned columns can be viewed from the Unique Attendees and Registration Detail view of the Attendee List. The credit type, if in use, will be listed. When an attendee is marked attended, the number of Credits Earned will display. Note: when the attendee is marked not attended or attendance is not indicated, Credits Earned will display as zero.
View Specific Attendee Records
To view a specific member record for the attendee of an event:
Find the attendee and click on their name (1) - this will open their record in a new tab
If they are connected to a parent record, it will also be clickable (2)
If added as columns in the list view, click on the names of the person's Parent and Grandparent Companies to open those records
Note: If a name is not hyperlinked this means it is a guest registration and has not been linked to a member record. Learn more about Novi Guest registrations.
How Are Attendees Counted?
The attendee list that shows on the frontend event page only counts and displays each attendee once, even if they purchased multiple tickets.
If there are two guest registrations with the exact same attendee name and company name, the person will only be counted once in the total attendee number.
If a person is registered for more than one ticket - let's say two - and one of the registrations is connected to their record but the other one is not, the system will consider this to be two different people (two unique attendees) and they will be counted twice in the total attendee number. To fix this, update the guest registration to connect it to their record.
If the Attendee Name field is left blank on a registration, either because it was not required on the frontend or an admin skipped it during a backend registration, the system will count it as a unique attendee. It is assumed that a new person who has not already registered for this event will be added to this registration. Note that this is only applicable if the attendee form is turned on for tickets.
Print & Export Attendee Lists
To print an attendee list for a specific event, click on the printer icon in the top right section of the list. You will see two options:
Attendee Roster - this will be a PDF version of the attendee list view on the backend
Sign-in Sheet - this will be a PDF version of the attendee list that includes First Name, Last Name, Company, Purchaser, and an extra column for Signature so attendees can sign in as they arrive. (If a guest (non-logged in user) Company is needed update in Association Settings)
To export an attendee list to a CSV file, click on the Excel icon that looks like a piece of paper with an "X".
All Fields will include all possible fields for attendees in the CSV
Visible Fields Only will include only selected and visible columns in the CSV
If the event's location is set up as a Private Link, the CSV download will include each attendee's unique join URL.
Related Articles
Unique Event Attendee & Company List Views - Different views of the attendee lists to see unique attendees or companies.
Attendee Record Matching & Convert Guest Attendee to Member Record - How the system matches guest attendees and member records
Event Registration Email Notifications - Learn how admins, or other team members, can receive an email notification for each new registration on your event.
Update an Attendee Name or Transfer an Event Registration to a Different Attendee - Learn how to change the attendee on an event registration, including updates to Novi Guest registrations.
Event Ticket Setup - Learn how to create and customize event tickets for attendee registrations, including pricing, visibility, credits, and much more!
Register Attendees for Events as an Admin - Learn how to add new registrations from the backend of Novi.