Attendees' list: registering participants in your event
Updated 18 hours ago
by
Faisal Durrani
This article intends to show you how to add attendees to your event, either manually or in bulk, as well as how to remove people from your event.
Adding attendees to an event
You can manually add attendees or you can add attendees by using a spreadsheet. Besides that, you can also import attendees from CRMs such as HubSpot and Salesforce.
Adding attendees manually
On the InEvent platform, attendees are people who will be attending the event. We can add attendees to the InEvent platform in several ways.
To insert a new attendee, go to People > Attendees > click on + Add Person. Then, insert the attendee's information and confirm the action by clicking Create.
You can create a speaker profile for this new user if you select the box Also create speaker profile for user at the bottom of this window. To learn more about speakers, check this article.
Adding attendees via spreadsheet
The import spreadsheet tool allows event organizers to efficiently add a large volume of attendees onto the platform in one go. The spreadsheet encompasses detailed attendee information, including username, password, role, company, telephone, registration form custom fields, and more.
To use the Import feature, click on Edit > Import and select Spreadsheet as your data origin.
When importing attendee data, you can either utilize the demo file provided by InEvent or use your own pre-prepared spreadsheet. To use the demo file, simply click on the Download our demo file button.
The demo file contains the following columns:
Column | Description |
| Full name of the attendee |
| Identifying username of the attendee. If left blank, the username will be randomly generated. Attendees will be asked for their usernames when logging in to events. When using a randomly generated username, attendees may be encouraged to log in using their Magic link instead. |
| E-mail address of the attendee to receive event communications and e-mail notifications The e-mail address field is optional. InEvent follows international policies in order to guarantee the best solutions globally. Our policy determines that mailing lists with 5% or more rejection will be automatically blocked from our system. If you add various participants using invalid or unknown emails, send them emails, and the 5% bounce rate is reached, your email quota will be blocked. Refer to our article on E-mail health for more information. |
| E-mail address of the attendee's assistant |
| Password which will be used by the attendee to log in to the event |
| Attendee's role information |
| Attendee's company information |
| Summary or short description of the attendee |
| URL of attendee's profile image. The image must already be hosted by InEvent. |
| Privacy status of the attendee's profile. To set the profile to private, enter a value of |
| The language set for the attendee, in ISO 639. |
| Tag(s) associated with the attendee, split by semicolon |
| List(s) associated with the attendee, split by semicolon |
| Defines whether or not a Speaker profile should be created automatically for the attendee. To automatically create a Speaker profile for the attendee, enter a value of |
| Exclusive message that should be received by the attendee |
| Ticket identifier of the ticket that is assigned to the attendee. The ticket identifier information is available in the Tickets page. For more information, refer to the Ticket Management article. |
| Custom fields that have been created for the event. The accepted value may differ, depending on the fields' answer types. |
To import the spreadsheet into the InEvent platform, refer to our article on importing and exporting spreadsheets
Uploading a spreadsheet without password information
If you upload a spreadsheet with no password information, the platform will create random passwords for each attendee that was added to the event.
Once the upload is finished, if the confirmation email is enabled, an automatic email will be sent to the users with the event access information. The confirmation mail will contain the magic link with which users can access the Virtual Lobby and make changes to their password from the My account tab.
Importing spreadsheets and updating existing attendee information
To update the data of attendees who are already enrolled, you need to have the feature Data Sync enabled on the event tools. To do so, go to Settings > Tools > Start section, press Edit, and locate Data Sync tool. Enable the tool by toggling on its corresponding button.
In this case, you must complete the user/email field in the standard spreadsheet, in the same way as previously registered. After that, complete the columns with the new information and upload it to the platform. It is possible to change all the information, except for username/email (when this is the login).
Importing attendees from CRMs
You can import attendees from CRMs such as HubSpot and Salesforce.
- Click here to learn how to import attendees from HubSpot.
- Click here to learn how to import attendees from Salesforce.
Editing attendee data
For more information on editing and further managing attendee data, refer to our Managing Attendees article.
Adding attendees to the event without e-mail address
If you do not have or cannot use the email address of your participants, you can register them by using a username. For further information, refer to our Usernames article.
Removing attendees from an event
Click on Edit > Select the checkbox next to that Attendee > Remove.
Exporting and downloading attendee reports
You can export and download attendee data reports at people > Attendees. The platform offers two modes for creating user data reports: Automated Report and Custom Report.
Automated reports
- Click on Edit and then Export.
- A pop-up will appear, select Spreadsheet.
- Select automated report from the new pop-up and enable the toggle corresponding to what you would like to include in the report for e.g. system fields, custom fields, hotel fields, user activities, user assigned lists, user tickets and magic links.
- In the recurrence section, from the dropdown menu, schedule the report to generate automatically at regular intervals or choose disabled if you do not wish to generate reports at regular intervals. Admins can select to schedule reports automatically every 12 hours, every day, every week, every month or custom hourly settings. If you wish to disable recurrence of reports, select disabled from the drop-down menu.
- Click on Generate to finish.
Once you click generate, a message will appear at the top of the screen, notifying you that your sheet is being processed and that you will receive the file with the data in your email when the process is complete.
Custom reports
In the Custom Report section, admins can fully tailor the report by manually selecting the columns to be included. This flexibility allows for highly specific data exports based on organizational or event needs.
- Click on Edit and then Export.
- A pop-up will appear, select Spreadsheet.
- Select Custom report from the new pop-up and click on Add columns to include fields from various categories such as Standard fields (e.g., Event ID, Name, Username), Custom fields, Tickets, Ticket questions, Lists, Guests and Custom fields (Guests).
- In the recurrence section, choose a time interval to auto-generate reports or select "Disabled" to turn off scheduling.
- Click on Generate to finish.
Once you click generate, a message will appear at the top of the screen, notifying you that your sheet is being processed and that you will receive the file with the data in your email when the process is complete.
