This article explores the Attendees tab for Qgiv Events.

This article covers the Attendees tab for our redesigned events experience. If you're using a legacy event, check out this article. 

If you need to register an attendee for your event in the backend, check out this article.

If you'd like to add attendees to your event in bulk, check out this article.

Please note: Attached to this article, you'll find a handy cheat sheet for the Qgiv Attendees report! It contains all filters, web-based columns, and standard download columns.

To view a quick-start tutorial on the Event Attendees tab, check out this video:

Contents: 

• Navigation Overview
• Attending Status
• Check-In Status
• Assigning Seats
• Transaction Details
• Attendees Table Actions

 

Navigation Overview

To view your event attendees, navigate to the donation form the event is tied to, and click the Events link.

Then, click Edit for the event you're working with. You'll see the Attendees tab at the top of the screen.

The Attendees tab is where you’ll find a table listing all registrants for your event.

Above the table, you can Search Attendees by name, ticket number, or Transaction ID if you need to locate a specific registration. The search bar can also look up values in a range (such as IDs between 373660-373700) or comma separated values (such as attendees named Charles, Skip, and Betty).

If you have the Giving Essential package and have enabled QR Check In for your event, this is also where you can access the QR scanner.

If you need to resend the QR code ticket email to an attendee, just click Edit at the far right of the Attendees table and then click Resend Ticket Email.

 

Attending Status

You can also filter the table by attendance status, which will display as "Yes" or "No" in the Attending column.

Please note: If you’ve enabled Table Management, the Attending column will be replaced by the Table/Seat column, but the Attending filter will still function the same way.

• All will include all attendance statuses
• Yes will include registrations with attendees who are attending the event
• No will include any registrations for which you have marked attendees as not attending or for attendees whose transactions were voided. Offline registrations can be voided at any time by clicking the transaction ID and then clicking Void Transaction.

In the case a registrant pays by eCheck and the transaction fails, all attendees associated with the failed transaction will be marked as not attending automatically in Qgiv. The status can be changed in the Attendee record.

If you need to mark an attendee as not attending, click Edit to open the participant record and click the Attending toggle to switch it to the off position.

Packages will be returned to your inventory, but you must manually issue a refund if one was requested.

 

Check-In Status

To manually check in a guest, click Check In in the Status column. Once clicked, the status indicator will change to Checked In. 

If you check in an attendee by mistake, you can click the reverse icon to undo check-in.

You can also change an attendee's check-in status from within the Edit Participant screen. Click Edit to open the participant record. Then, toggle Checked In to active to mark the attendee as "Checked In."

Save the registration information. This will return you to the attendees table. The Status for the participant will now display Checked In.

 

Assigning Seats

If you’ve enabled Table Management for the event, the Attending column will be labeled Table (if you selected Manual table management) or Seat (if you selected Visual Seating Charts).

Click Assign Table/Seat for each attendee to assign them to a table and/or seat.

If you chose Manual Table Management, you’ll see a drop-down list of the available tables and the number of seats open at each one. Choose the table you want and click Assign.

If you chose Visual Seating Charts, clicking Assign Seat will open the chart. From here, you can select the specific table and seat you’d like to assign the attendee to. Then click Assign to [seat number].

Please note: Once you start assigning seats in the visual seating chart, if you remove any seats or tables with attendees assigned to them, those assignments will be removed as well.

Once you’ve assigned a seat, the assignment will appear in the Table/Seat column. You can edit or unassign seats at any time.

You can pull a detailed list of your attendees with their table and seat assignments by downloading the Qgiv Registrations Report.

You can also print a copy of your seating chart with attendees’ seat assignments by clicking the printer icon in the column header.

 

Transaction Details

The ID number for each registration is clickable and will link you to a copy of the registrant’s transaction receipt in the Reporting area, where you have options to take further action.

From the transaction receipt, you can view the registration confirmation page, resend the email receipt, or void/refund the transaction.

If necessary, you also have the option to edit the registrant’s personal information.

You can change registrants' attending and check-in status from here by clicking Edit in the Event Registration area of the receipt.

 

Attendees Table Actions

Above the Attendees table, you’ll also see an Actions button.

When you hover over the button, a drop-down window appears with more options.

You can click Print Event Report to quickly print an event attendee list that includes the transaction ID, registrant name and address, purchased package type, and answers to any custom field items.

If you’d like to send an email to your attendees, click Send Email to Attendees. This will open a window where you can enter a subject and content before sending out your message.

It's a good idea to make sure that the Reply To Email Address listed is the one you intend the email to be sent to attendees from. If it isn't, this email address can be changed in the Event Settings menu under the Details tab.

When you're finished editing, click Preview Email. If you’re happy with the way your email looks, click Send Email. If you’d like to tweak it a bit more before sending it out, click Make Changes to be taken back to the editing area.

In the Actions drop-down, you can also download a CSV or Excel spreadsheet of all ticket holders. The list contains more detailed information about each transaction, opposed to the basic information displayed in the Event Report.