October 22, 2026 | 12 min read
Short answers to the questions organizers ask most often about getting registration data out of Eventact - in reports, in Excel, and into other systems. Each answer links to the guide that covers the topic in full. For reports in general, start with Eventact Reports.
On the Reports page of the Registration module. It shows two lists: predefined reports, which Eventact provides ready-made, and user-defined reports, which you and your team build. Use the subject filter to narrow the list, for example to Tickets, Accommodation, Accounting, or CRM. Company-level reports on the Contacts and Projects pages cover data across all your events. See Where to Find Reports.
On the Reports page, click Add Report and give it a name; turn on Private if only you should see it. Add the columns you need, set filters on any column (such as a status or a date range), add sort levels, and save. Number columns get a totals row automatically. The columns you can add depend on the field type - for example, a Hotel order field with dates offers start date and end date columns. See Build Your Own Report.
Eventact keeps every registration that was started but not submitted as a separate record with the status Incomplete, apart from the person's submitted registration. This lets you follow up on abandoned registrations: open one to see where the person stopped. Reports that should count actual registrations must filter on the Submitted status - otherwise data from unfinished attempts is added to the totals, for example the number of adults and children. See Registration Status Flags.
Each form submission creates its own registration, so the registrants list shows the person once per form. They still have a single contact: in the Event App they appear once, and all their app activity is in that one profile. The Reg ID (registration number) identifies one registration; the contact ID identifies the person and stays the same across all their registrations and events.
The Ticket Summary report leaves out registrations with the status Incomplete, In Progress, Rejected, or Canceled, deleted registrations, and canceled orders. The Registration Status Summary doesn't list registrants; it counts how many registrations carry each status flag, independently of their other flags. A registration can have several flags at once - see Registration Status.
A Waived ticket has a price, but the registrant didn't have to pay it because a promotion code or a back-office discount covered it. A Free ticket has a price of 0 to begin with. You can filter by either.
Open the registrant in the back office and go to the About tab. Its Source value shows where the registration came from, such as an affiliate link, or the name of the back office user who entered it. The value is filled in a few hours after registration, not immediately. Add the source as a report column to see everyone who registered through each link.
Open any report and download it as Excel or PDF; click Refresh first to pull the latest data. From the Registrants page you can also select registrants and download them as a bulk action. Images that registrants uploaded appear in the export as links to the files. To reuse a report you built in another event of the same company, copy it instead of rebuilding it. See View, Download and Manage.
Open an event report and click Add Access under Remote Access, then pick the contact, for example a hotel partner, a committee member or a sponsor. For user-defined reports you can also tick Allow to edit and choose a form page; the contact can then change registrant data through that page, so grant it sparingly. Send them your event's External reports page link. They log in with their contact login details, see only the reports you granted them, and can view, refresh and download them as Excel. To stop sharing, click the contact in the same card and choose Remove Access; it takes effect immediately. For security, external login is blocked once 30 days have passed since the event ended, and each external login sends an alert email to the event's registration managers (or to its other managers, or the company's security administrators, if it has none). See Share Reports with People Outside the Back Office.
Yes. Open a user-defined event report and click Enable under API Access, then copy the URL; Show API Data previews the JSON. The other system calls the URL with your Eventact API key, found under the project's Settings > API Credentials, and receives the report's rows exactly as you defined them. To revoke access, click Cancel on the report or regenerate the key. Image links in the output are temporary for security reasons. See Connect a Report to Other Systems (API).
Yes. Use Import on the Registrants page. The file must be .xlsx with column titles in the first row, and ticket names must match the pricelist exactly. To update existing registrants rather than add new ones, choose a unique key field such as Email. For hotels, put the hotel name and room type in one column, followed by the check-in and check-out dates. See Importing Registration List.
Yes, in three main parts: the Office API (login, account, and project management), the Registration API (event registration), and the Abstracts API (agendas and lecture abstracts). Every call needs a token, which your developer gets by calling the Office login with API credentials provided by Eventact. Eventact sends the full documentation on request. See Events APIs.
Yes. The Registration API creates a registration in a specific event and form, with a list of the tickets and other items ordered, so one registrant can get several tickets. It also supports promotion codes and groups: create the group's main registrant first, create the group with that registrant as group manager, then create the members with the group's ID.
By registration status. The API uses the same status flags as the back office, and depending on the call it returns registrants in certain statuses or all of them. The receiving system should decide what to do with each status, and map any status it doesn't expect - such as Pending for an offline payment - to a catch-all value so no record is lost. See Registration Status Flags.
Receiving it is usually simpler. A system that pulls must decide when to call and work out what changed since its last call. With a webhook, Eventact pushes each new registration as soon as it is submitted, and the receiving system can then query the API for anything else it needs. Webhooks and the API work well together. See Eventact Webhooks.
The Registration created trigger fires when a registrant completes a new registration through a registration form, including registrations whose payment is still pending (status "pending"; otherwise "submitted"). It doesn't fire for edits, cancellations, failed payments, imports or API calls. Eventact sends an HTTPS POST with a JSON body that contains personal data: the registration, contact and form IDs, form and project names, registration time, status, the first ticket's internal name, the registrant's name, organization, job title, email and phone, and the total price and currency. Other people on the same registration aren't included. Each call is signed with your webhook's signing secret, so have your system verify the signature, and only send data to endpoints you control. Set it up with Add webhook, a public https:// URL, and Enabled turned on; changes apply to new registrations within about 10 minutes. See Supported Triggers.
A company webhook (Settings > Integrations > Webhooks) fires for every project in your account, including future ones - use it to feed one CRM or data warehouse. A project webhook (Registration > Webhooks inside the project) fires for that project only. If both are active and point to the same URL, the endpoint receives two deliveries per registration. See Company Webhooks vs. Project Webhooks.
Create a catch-hook trigger in Zapier (or a custom webhook in Make), add an Eventact webhook with the address it gives you, then choose Send sample registration.created from the webhook's menu so the tool learns the data structure. Don't use Send ping for this, as a ping has no registrant fields. Custom form questions and additional tickets are not in the payload; add a step that queries the Eventact API with the registration ID. See Connecting Zapier or Make.
The delivery is lost. Eventact sends each event once and doesn't retry or keep a copy to resend later. Your endpoint must return a 2xx response within 10 seconds, and redirects are not followed. Failed calls show on the webhook as a failed count, with the time and reason of the last failure; the count resets after the next successful call. The webhook stays enabled. Use Send ping to check that your endpoint is back. To recover registrations you missed, compare against a registrants report, or have your system poll the Eventact API on a schedule. A slow or failing endpoint never delays registrants. See Delivery Rules.
Eventact connects directly, with no middleware, to HubSpot and Salesforce, which both read and write data, and to Monday.com, which receives registrations one way. There is also a Wild Apricot integration for checking membership during registration. Each is set up once at company level and applies to all your events. For other systems, use webhooks. See the HubSpot Interface overview.
Each field mapping has an action:
When the sync creates a new HubSpot contact, though, it fills in every mapped field that has a value in Eventact, whatever its action. Empty values are not synced, so a blank on one side doesn't wipe the other, with one exception: for list fields (menus, radio buttons and checkboxes) read from HubSpot, a HubSpot value that doesn't match one of the Eventact options clears the selection, so make the option texts match exactly. Eventact also always updates its own Last Event properties in HubSpot (name, date, registration status and attendance) with the event being synced. Use Read from HubSpot only where HubSpot is the single source of truth, and Read and Write for shared data such as company name and job title. Test with a few records first. See Field Mapping.
Yes. Turn on Create deal for each order, and Eventact creates a deal per ticket, linked to the ticket holder's contact - or to the buyer if the holder has no contact. Choose the pipeline and deal stage in the settings; a custom pipeline needs a stage. Deals are created only once, so a resync doesn't duplicate them. See Deals.
Contacts or Leads. Eventact searches both by the sync key (email is recommended), updates a match, and creates a Contact or a Lead - whichever you choose - when there is none, or creates nothing if you only want to update existing people. It can also add registrants to a Salesforce Campaign per event. It doesn't create Accounts, Opportunities, or custom objects, and it never converts Leads to Contacts. See What It Can Do.
Yes. Turn on Sync with CRM on Next for the form page where the registrant enters their email. When they click Next, Eventact finds them in the CRM and fills the mapped fields - such as membership status - and later pages can show or skip tickets and pages based on those fields. Map those fields with Read from HubSpot or Read from Salesforce. See Use Salesforce Data in the Registration Form.
Open the registrant, go to the About tab, and find the CRM card. It shows the CRM record's ID (or Not Found) and when the registrant was last synced. View CRM Data compares the Eventact and CRM values field by field without changing anything, and Sync with CRM syncs the registrant now. To sync a whole event, choose CRM Sync from the Registrants page menu. See Sync a Single Registrant from the Back Office.
It writes registrations from Eventact to a Monday.com board; it doesn't read from Monday. You set it up once in the company settings with a Monday API token, choose the target board (and optionally a group), and map Eventact fields to Monday columns. Each registration becomes an item, and you can limit the sync to certain statuses, such as Paid. Eventact stores the Monday item ID of each registration it sends and uses it for updates, so a later sync updates the same item. Mapping the Reg ID to a Monday column is optional and is not used for updates. See Integrating Eventact with Monday.com.
First make sure Use Google Analytics is turned on in Company Settings > Compliance; without it, none of the tracking IDs load. Then enter your IDs (Google Analytics, Google Tag Manager, Meta Pixel, LinkedIn Partner ID or Marketo Munchkin ID) in the SEO section. For other platforms, paste their code into Other custom tracking code; it runs on every form page. Each form page sends a page view. When a registration is completed successfully, Eventact sends a purchase event with the registration number, total and currency to Google Analytics and the Meta Pixel. For a LinkedIn conversion, enter your partner ID and conversion ID separated by a comma. Tag Manager and Marketo get page tracking only, so set up your own purchase trigger there. Don't detect conversions by the thank-you page URL, as the form URL is the same on every page. Results also depend on each visitor's browser and consent settings, so always check with a test registration. See Integrating Tags into Eventact System.
Yes, even when registrants reach the form from an external event website. Add standard UTM parameters, such as
utm_source, utm_medium, and utm_campaign, to the registration links you
publish in each newsletter, post, or ad; registration captures them with the registration. See
Common Use Cases.
Usually the registration is Incomplete, which the default status filter hides. Set the status filter to All and search again, then complete or update the registration. If the registrant is still missing, check the list's view: it may only show registrants with other statuses besides Paid, such as Submitted.
First check that the column is the same field the form uses - an event can have two similar fields, such as two Country fields. If it is, the field's definition may have changed since it was added: remove the column from the report, save, open the report again, add the column back, and save.
Large reports can fail to load. Remove columns you don't need, or narrow the filters, and try again. If only one report fails to export to Excel while others work, check that report's columns and filters.
The column is being sorted as text. Use Excel's date sort, or sort by the Reg ID, which follows the order of registration.
The most common cause is a value the CRM rejects - for example a dropdown answer that isn't among the property's allowed options. The CRM then rejects the whole update. Open the registrant's CRM card, use View CRM Data to find the differing field, align the Eventact options with the CRM values, and click Sync with CRM. See Notes and Troubleshooting.
Monday rejects the whole item if any value doesn't match its column, such as a dropdown label that doesn't exist. Sync the registration from its overview with Synchronize with CRM to see Monday's error message, fix the mapping, and sync again. Re-check the mapping whenever the board's columns change. Also check whether the sync is limited to certain statuses.
Check that the webhook is Enabled and Registration created is selected, then click Send ping to confirm the URL is public and responds within 10 seconds. A project webhook fires only for its own project. After a change, allow up to 10 minutes for it to take effect. See Monitoring & Troubleshooting.
Still stuck? Contact Eventact Support. Read more about Eventact Event Registration