October 22, 2026 | 11 min read
Short answers to the questions organizers ask most often about registering groups, families, and roommates in Eventact, and about what registrants can do for themselves in MyAccount. Each answer links to the guide that covers the topic in full. For how tickets and rooms are offered on the form, start with Order Fields in Eventact.
Build the form in this order: the orderer's details, then a Ticket order field where the orderer chooses a quantity of each ticket type, then a page where each ticket is assigned to a person, then payment. In the pricelist, allow more than one of each ticket type to be ordered, and set a maximum quantity if you need one. The orderer picks all ticket types up front - each added person can't choose their own. Use the Group Details field so the registrant can assign tickets to individuals. See Discount Types for how group quantities work with discounts.
The fields on the form's first page. The ticket holder details repeat them for every ticket, so put only personal fields there - for example first name, last name, and job title. Anything only the orderer should answer, such as company or invoice details, belongs on another page. Tickets are numbered per ticket type (Ticket 1 - Full, Ticket 2 - Full, Ticket 1 - Student), and the first ticket is pre-filled with the orderer's details, with a Change button to assign it to someone else.
No - use separate forms in the same event, and link to both from the event website. A typical group form runs buyer details > ticket types and quantities > participant names > payment; an individual form runs participant details > ticket > payment. Both forms draw on the same list of tickets and prices in the pricelist, and all registrants end up in the same list.
Let each participant register on the regular form and choose bank transfer as the payment method, optionally with a field for the organization's name. When the organization's payment arrives, record it in the back office and distribute it among the participants so each balance is closed. See Manage Payments per Registration.
No. Pay For (Bulk Actions > Payment > Pay for) only records that one person will pay for others - it doesn't take a payment. To collect, open the payer's registration and issue a receipt there; you can include the people linked to them, so a single payer document covers their open items. See Pay for linked registrations.
Use the create-group icon on the registrants list, or select people and choose Registration > Add to group from the Bulk Actions menu. A group is linked to a contact - an existing one or a new one. You can also click Mark as Group Coordinator on a registrant, which creates a group named after their company and the coordinator. See Tools and Features.
Yes. The back-office Excel import takes personal details, tickets with quantities, hotel and room type, check-in and check-out dates, room composition, promotion code, price plan, and notes, and prices the order as usual. Put the hotel name and room type in one column, place the date, promotion code, and quantity columns after it, and map check-in to START DATE and check-out to END DATE. See Hotel and Tickets Selection Import.
Add an agent code field to the form and validate the code, then report registrations by agent code - you can share the report with the agent. You can also offer a ticket shown only to registrants with a valid code, with its own prices, or create a separate agents form in the same event with its own texts and confirmations. For an agent with a long list, import it from Excel and mark the people as a group.
Yes. Use a promotion with a quantity-based discount, such as Buy X Items to Get Y% Off. All the discounted items must be in the same order and the same field or group, so use a ticket field with quantity - these discounts generally don't apply to individual per-person orders. See Discount Types.
A portal where a coordinator who bought several tickets fills in the attendees later. The coordinator sees the group's members with their company and tickets, and can edit member details, add members up to the number of tickets the group owns, and remove members. A group gets a coordinator in one of two ways: you mark a registrant as group coordinator in the back office, or the buyer submits a group registration form that sells tickets by quantity and becomes the group's coordinator automatically.
In Group Portal Settings, set the portal to Open and choose the Form for new registrants - members the coordinator adds are registered to that form, and without it no members can be added. Use two forms: the coordinator's form selects multiple tickets and collects invoice details, and the member form selects a single ticket. Link both to the same ticket group so the same ticket types are available in each.
Only group coordinators, at group.eventact.com, with email and password or a one-time password
sent by email or SMS. Anyone else sees a message that the portal is only for group coordinators and is asked to
contact the organizer. A coordinator whose own registration isn't valid is asked to contact the organizer to
update their status.
Each assigned ticket moves from the coordinator to the member, so the coordinator's count drops - for example from 5 to 4. The ticket quantity you see on the coordinator's registration in the back office is the remaining balance. Removing a member returns their ticket to the coordinator and takes them out of the group.
Not by editing. The coordinator can correct a member's name, company, title, country, email, and phone, but the number of name and email changes is limited, so names can be fixed rather than swapped. To replace a person, remove the member - the ticket returns to the coordinator - and add the new person.
Search Event > Registrants by the accompanying person's first or last name. The result is the main registrant who entered them; open that registration to edit the accompanying person's details as part of the order. Not every report supports searching by accompanying person fields, and in standard reports the accompanying persons appear together in the main registrant's row.
Yes. In the contact import, tick Import Accompanying Persons. Each row is linked to its main person by that person's personal ID, stored in the PassportNumber field. The field doesn't have to hold a passport number: an employee number or another unique ID works and is preferable. The main people must already be contacts with this field filled in.
Put the main person's ID in the first column and map it to PassportNumber. Put the relationship in the second column (for example Spouse, Child, or Infant); blank or unrecognized values become Accompanying. Then add the person's own details. Rows whose ID isn't found (IDs must be at least 5 characters) are reported as errors and skipped. Imported people get Secondary status, so they can't sign in or register on their own. See Importing Accompanying Persons.
Collect the family's composition, then filter the order field by it. If you need each person's details, use a Group field, where the registrant enters adults, children, and infants; if you only need the numbers, use three numeric fields. On the Hotel or Ticket order field, set the Group composition source to Use Pax data or Use numeric fields, and choose whether items must match or contain the group. A Ticket field can also calculate its quantity from the group composition. See Every Option on an Order Field.
No. The Group Details field asks according to its Target members setting: everyone including the main registrant, or only the accompanying persons. You can ask for the date of birth only from children and infants. To keep the step from feeling odd, call it "details completion" and collect some details already when names are entered.
The recommended setup is that everyone registers separately. Pre-load the list of people with an identifier such as employee number or email, and require login at the start of the form. The first person picks roommates from the list, then chooses the room; the chosen people are removed from the list, and when they log in they see they are already paired and continue with their personal choices. The simplest alternative is the Sharing text field on the Hotel order field, but matching is then manual and choices may not be mutual. See Order Fields: Sharing.
Add a Select Partners field (formerly Group Select) and set:
Registrants find partners by typing at least two letters of a name, and the search covers your whole contact list. To limit who sees whom (for example by department), give contacts SubAccountGroups values. A registrant with SubAccountGroups sees only people who share at least one of them.
Yes. List the fields in Shared data fields, and they are copied from the main registrant to the partners. Text, number, Menu, Checkbox, and Radio fields are supported; order, flight, and address fields are not, so use a radio field for the hotel or cycle choice. Put all shared fields on one page before the partner selection field, so they are filled before the partner is chosen.
Use isnotpaxmember({Contact.ContactID}) in the condition. It is true when the registrant is not in
a pax - that is, nobody else selected them as an accompanying person or partner. Use it to keep shared choices
with the main registrant, or, when one person registers everyone in the room, to stop the selected partners
from registering again. See isnotpaxmember.
Yes, from the back office only. Click Change selection on the selected registrant: each is removed from the other's pax, and the selected registrant's shared fields are reset. Registrants can't undo a selection themselves.
Yes. In unit-level control, assign several registrants to one room element as long as its capacity allows. Assigned rooms then appear on confirmations and badges. See Assigning Elements to Registrants.
Through your company's fixed MyAccount address, myaccount.eventact.com/<company code>. The
standard email footer links to it, and you can add the address to any email. Registrants sign in with email and
password, or with a one-time code sent by email (or SMS, if enabled).
To see exactly what a registrant sees, open the contact in the back office and click Login as Contact in the Login Details card. Any manager with access to your contacts can use it. Sign-ins through it appear in the contact's history as a regular MyAccount login.
In MyAccount, after signing in - the "Manage your settings" link in the email footer opens it. Registrants can opt out of administrative or promotional emails and SMS. Every email's Message Purpose decides whether an opt-out stops it. See How Unsubscribe Works in Eventact.
No, it records a request. Eventact emails your company email address with the person's name and contact ID, and marks the contact as Pending Delete. The registrant is told the request was recorded and to contact you (by your company phone, or email if no phone is set) if they don't hear back within 5 days. Handle the request under your privacy procedures: delete the contact's details in the back office, or contact them, and let them know the outcome. Under GDPR you normally need to respond within one month. The option is always available in MyAccount so registrants can exercise their right to erasure, and it can't be turned off.
No. MyAccount has no program page and no history of sent messages. Each registration in MyAccount links to the event website, so publish the program and extra information there - or email registrants a link, which also lets you send different information to speakers or other groups.
The second person hasn't confirmed the pairing. In the form, this happens when they click Continue on the partner selection page. For a pairing you made yourself, open the second person's registration in the back office, go to the partner page, and click Confirm.
The roommate probably registered alone and is no longer "not registered". With the list set to Not registered and not selected, registered people don't appear. Make the partner field mandatory so nobody finishes without a partner, or change the list so registered people appear too.
The partner passed the selection field before the main registrant filled in the shared fields, so there was nothing to copy. Put all shared fields on one page before the partner selection field.
Check Group Portal Settings: a Form for new registrants must be chosen. Then check that this form has a ticket field linked to the same ticket group as the coordinator's form - if it has no field for the ticket's category, the portal shows an error.
The import doesn't create groups. Create the group first, then choose it during the import to load the list into it. Hotel bookings in the file also need check-in and check-out dates.
Ticket names in the file must match the pricelist item names exactly. Look for stray spaces - for example a trailing space in the item name - or small spelling differences. See Preparation Checklist.
Still stuck? Contact Eventact Support. Read more about Eventact Event Registration