Managing Event Attendees
Every ticket you sell can have an attendee. An attendee requires a first name, last name, email, job title, and phone number. Attendee information is helpful to help plan out badges, tables, and market the contacts for future events, and it can be required or optional depending on the settings on each event.
You can start to add attendees once you sell tickets via the regular order process or by cart order. Customer can enter attendee information directly if they buy through the store front.
The Attendees tab on the event shows a list of contacts who are attending your event, which are broken down by buyer and ticket type.
In each row, there will be a buyer name which also serves as a quick link to the contact page, the ticket type they purchased, as well as the quantity of tickets purchased and the date and time of the sale. Next to each buyer’s name, there will be an arrow icon which allows you to either display or collapse information about the attendees. For example, if someone purchased 4 tickets, underneath their name would display 4 more rows, each of which is intended to display information about that ticket holder.
To add or edit attendee information, click on the ellipsis icon and select either Add or Edit Attendee Info. This will prompt a pop-up from which you can enter either an existing or a new contact. If you choose an existing contact, the rest of the attendee information will be automatically populated, and you can click Save. If you choose to enter new attendee information, you will be required to add a first and last name, an email address, and a phone number.
You can also create a contact list from this page, which can be useful for emailing information about the event to all of the attendees.
By using the checkboxes on the left side of the table, you can select contacts to send an Attendee Confirmation Email to. The links in this email bring the contact to a page where they can add and edit the attendee information for the tickets they've purchased.
The email content can be customized by editing the System Email Template 'Event Attendee Information Confirmation'.
The Attendee Confirmation Email can also be set up to send automatically.
To automate the email, set the System Configuration Enable Event Attendee Information to Yes.
You should also review the System Configuration Days Prior to Event to Send Event Attendee Information Email. This configuration determines the number of days before the event's start date that the email should be sent.
And finally, review the System Configuration Event Attendee Information Email Token Expiration Days. By default, this configuration is set to 14 days, meaning the links in the email that bring the contact to the page where they can add and edit attendee info will expire 14 days after sending.