Whether you're keeping an eye on an upcoming event's registration numbers, or reviewing the information for a past event, the Attendees tab will be a great resource to get the details you need.
In this article, we'll cover the basics of using an event attendee list. By default, you'll see the "Registration Detail" view of an attendee list, but did you know there are two more views you can utilize? Unique Attendees and Companies. We'll cover these views in the Event Attendee List Views article.
Sections in this article:
When viewing your events on the backend, you can quickly reference the overview totals in the upper right corner to see how registrations are coming along 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
To add or remove columns from your attendee list, click the gear icon (top right of the list). A drop-down list will appear, where you can check the box for each column you want to view. In addition to the standard attendee & purchaser information, you can also select event-related custom fields and Registration Type (this lists if a registration was created on the frontend, by an admin, or a third-party app.)
Additionally, some information can be pulled from member records into the Attendee List View columns, even if the information was not requested on the Attendee Form. This information includes:
Attendee - Full Name
Attendee - First
Attendee - Last
Attendee - Company
Attendee - Grandparent Company
Attendee - Email
Attendee - Phone
Attendee - Mobile Phone
Attendee - Job Title
Attendee - Shipping Address
Attendee - Credentials/Designations
Attendee - Billing Address
Attendee - Member Status
Attendee - Membership Expires On
Attendee - Open Balance
To see this information in the Attendee List View, however, the registrants must have a member record with information in these fields. For example, you can't see a guest attendee's Job Title in the Attendee List even if you add this column, as the guest registration isn't linked to a member record with a Job Title.
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.
The CEU Types and CEU columns can be viewed from the Unique Attendees and Registration Detail view of the Attendee List. The CEU type, if in use, will be listed. When an attendee is marked attended, the number of earned CEU hours will display. Note: when the attendee is marked not attended or attendance is not indicated, CEU hours will display as zero.
View Specific Attendee Records
To view a specific member record for the attendee of an event:
Make sure the Views setting is set to Registration Detail
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
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 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:
Attendee Roster - this will be a PDF version of the attendee list, as you see it 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
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.
Unique Event Attendee & Company List Views - Different views of the attendee lists to see unique attendees or companies.
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, CEU credits, and much more!
Register Attendees for Events as an Admin - Learn how to add new registrations from the backend of Novi.