Registration & Attendee Management

Jan 06, 2026 | 3 min read

Eventact back-office interface provides tools for managing registrant data, financial records, and communicating with attendees.

Core Functionality

• View Registrants: Access lists in various formats and export data.
• Audit Logs: View the history of changes made by administrators or registrants.
• Edit Records: Modify registration details and manually add new or potential attendees.
• Payment Management: Record payments and generate invoices/receipts.
• Role Assignment: Identify speakers, exhibitors, and sponsors automatically at registration.
• Communication: Send bulk or segmented emails and SMS messages.
• Data Integration: Import data from Excel and generate system reports.

The Registrants Page

To perform management tasks, navigate to the "Registrants" page within the Registration module.

Tools and Features:

1. Search: Locate entries by code, name, email, or custom parameters.
2. Predefined Filters: Filter by status (e.g., Paid, Unpaid, Approved).
3. Active Report: View or edit the current report on the "Reports" page.
4. View Settings: Toggle the filter bar and select data sources from specific registration forms.
5. Bulk Actions: Apply actions to multiple selected records (Delete, Send Message, Download).
6. Group Management: Link various attendees to a single group organizer.
7. Registrant's Table: View registrant details in a table format.
8. Import: Upload registrants from an Excel file.
9. Add New Registrant: Manually add individual registrants.
10. Show/Hide Filters: Toggle the visibility of the filters bar.

Assigning Roles at Registration

Roles such as Speaker, Exhibitor, or Sponsor do not have to be set manually after registration closes. Instead of cross-checking the registrant list against the scientific program or the exhibition floor plan, let the registration form assign the role itself.

Ticket-Driven Roles

In the Pricelist, a ticket can be configured to automatically assign a role to anyone who selects it. Create a dedicated speaker ticket and connect it to the Speaker role: every registrant who chooses that ticket is flagged as a speaker the moment the form is submitted. The same applies to any other participant type, for example an exhibitor ticket that assigns the Exhibitor role.

Once the role is set, it drives the rest of the event automatically:

• Badges: Badge designs can be conditioned on role or ticket type, so speakers receive their own layout at check-in.
• App access: Role-based access control determines which features and content each participant sees.
• Reports and filters: The Registrants page can be filtered and segmented by role without any extra data preparation.

Restricting Who Can Select the Ticket

Because the ticket grants a role, you will usually want to keep it out of reach of general attendees. Several options are available:

• Promotion code: Hide the ticket and reveal it only to registrants who enter a code. See Promotion Codes.
• A separate registration form: Publish a speakers-only form with its own link, sent directly to the invited speakers.
• Expression rules: Display the ticket conditionally, based on answers given earlier in the form. See Event Forms with Expressions.

Roles can still be added or changed manually at any time from the registrant's record, and a single person may hold several roles at once.

Importing Registration List

The Import Wizard supports creating new records and updating existing ones.

Data Processing

The system removes invalid characters and extra spaces from phone and email fields. To update existing records, a unique key field (e.g., Email or ID) must be chosen to identify which records to modify.

Preparation Checklist:

• File Format: .xlsx only.
• Header Row: The first row must contain column titles.
• Ticket Names: Names in Excel must match the Price List entries exactly.
• Field Values (Menus/Options):
  • Radio & Checkbox: Use the numerical ID value of the choice.
  • Menu (Dropdown): The system accepts either the numerical ID or the exact textual value of the option.
• Country Fields: The system accepts the full country name, the ISO code, or the numerical ID.

Hotel and Tickets Selection Import

This section covers importing accommodation details and ticket quantities.

Logic and Structure:

• Accommodation Mapping: Combine Hotel Name + Room Type (separated by a space or dash) in one column.
• Occupancy: If no occupancy is specified, the system assigns the first available occupancy for that room type.
• Column Sequencing: Fields for Check-in Date, Check-out Date, Discount Codes, and Quantities must follow (appear to the right of) the Hotel/Room column in the spreadsheet.

Mapping Requirements:

Map Excel columns to the following fields:

• Accommodation/Ticket: Accommodation/Ticket Field Name
• Check-in Date: Field Name START DATE
• Check-out Date: Field Name END DATE

Data Layout Examples:

Note: Hotel Notes are displayed by default in the built-in hotel reports.

Example 2 : Hotel name and occupancy in the same column

Example 3: Hotel + Room type without occupancy will result in Eventact selecting the first occupancy for the room type.

Notice! While importing fields of types "Radio", "Checkbox" or "Menu": in the excel file indicate the numerical value of the field, not its textual content.