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Navigating Event Attendee Lists
Navigating Event Attendee Lists

Learn about the filters and display options for attendee info, how to download an attendee list, and view specific attendee records.

Jenn Norman, CAE avatar
Written by Jenn Norman, CAE
Updated over a week ago

Whether you're 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 your 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 if you are showing the attendee field on your 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 Registration Type. This particular field is a multi-select filter so you can select one or more ticket types.

  • This functions very similarly to the multi-select custom field functionality.

  • Select the tickets you'd like to view attendees for using the Filter, and the list will update for you! No need to create a custom report or sort it in Excel!

  • To remove a selection, click on it and click "Delete" on your keyboard.

You can also filter by:

  • Payment Status: View Paid or Unpaid registrations

  • Attendance Status: View who Attended, Did Not Attend, or those with an Unknown attendance record

  • Registration Status: View Active registrations or Cancelled registrations (the default setting will show Active only)

  • Registration Type: View registrations that were purchased on the website (frontend), placed by an admin, or synced via a connected app.

Additionally, use the search box to look for an attendee by name, company, or to search by the specific custom field you have 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 your database. Clicking on these links will take you to the corresponding member record. If an attendee's name is not linked to their member record, follow the steps in this article to update the registration.

  • 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 - this will open their member record in a new tab

  • If applicable, you can also click on the names of the person's Parent and Grandparent Companies to open those records


How Are Attendees Counted?

  • 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 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 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 your 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:

  1. Attendee Roster - this will be a PDF version of the attendee list, as you see it on the backend

  2. 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

To export an attendee list to a CSV file, click on the Excel icon that looks like a piece of paper with an "X".

  • 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

  • Event Ticket Setup - Learn how to create and customize event tickets for attendee registrations, including pricing, visibility, credits, and much more!

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