List of users for your event

The event user list is a record of people who have registered or been invited to it. For each participant, it minimally contains information such as first name, last name, and email address. Each participant can independently expand their profile with their position, the company they work for, phone number, and many others. Depending on the configuration, it may also include additional information - everything you will collect through Registration Forms. Learn more about forms from the Registration Forms article.

The event participant list is an important tool that allows organizers to effectively manage the event, including planning the number of materials, meals, and seating, as well as ensuring the appropriate number of service staff. You can view the participant list for your event in the Manage section, in the Users module:

In the Users module, you can choose which user information should be displayed. Click the (+) button in the top right corner, and then select the information you are interested in from the list. The options to choose from are:

• participant group

• company

• email address

• user status

• last login at the event

• account creation date

• event joining date

• payment start date (for ticketed events)

• exhibitor moderator

• date of last welcome email sent

• number of welcome emails sent

You can select only the columns that are relevant to your event, and the panel will remember this choice and display the specified set of information each time.

You can also filter the user list by various categories, such as user group, status, or ticket type. Click the Filters button to select the options that interest you:

User Status

User status refers to the stage a participant is at in an event. We divide them into:

• Participant - a person who has completed the registration process in the Meeting Application System and joined the event (visited the event's Landing Page or the event in the Mobile App at least once),

• Registered - a person who has completed the registration process in the System by activating their account and creating a password but has not yet used it to log in,

• Pending - a participant who wants to join an event where the access type "White list" is selected, but is not on the list, so they are waiting for approval by the administrator in the panel. Learn more about event access in the article Access Settings - Access Code,

• Guest- a person who has been imported into the event by the administrator in the panel, a ticket has been purchased for them by another participant, or they purchased it themselves but without logging in,

• Checked-in - a participant with a ticket whose QR code has already been scanned at the event.

Adding Users

If, as an event organizer, you want to add your participants to the event yourself, you can use the import function. Learn more about user import from the User Import article. There is also the possibility of adding individual participants, for example, if on the day of the event registration is already closed, and someone arrives late. In such a situation, click the person icon and then fill in the information about the person being added:

Export Participants

If you want to export the entire list of event participants, click the cloud icon with a downward arrow in the top right corner of the screen, and you will receive a ready CSV file:

You can also filter the list using any criteria to export only the users you select. Once you have the list of participants meeting the criteria, select them individually or collectively, and then click the cloud icon at the very bottom of the page:

Additional Options

If you select a specific user (or the entire group), and then click the ellipsis, additional options will appear, such as sending an invitation email or a ticket email (if previously obtained), downloading a unique QR code, or adding an exhibitor moderator. More information about the exhibitor moderator function can be found in the Exhibitor Moderator article:

You can also select the three-dot icon in the row of a single participant to choose the User Information option, which will show detailed data about that person, such as who bought them a ticket or what their responses were to the form questions.

In the Create section, you can add the Attendees module. You do not need to upload any data to this module, and the list of all users will be available in the Event App along with the option to add attendees as friends and connect with them. If the event is ticketed, only those participants who have already obtained a ticket will be displayed on this list.

Adding Users to a Specific Session in the Agenda

When it comes to events where participant calendar configuration is important - ensuring that all participants are properly assigned to specific groups and that their schedules are effectively managed can be challenging. Fortunately, event organizers have tools available to help manage each user's program. To assign participants to a specific session in the Agenda, go to the Agenda module in the Manage section. Then select the event you want to manage. At the bottom of the screen, you will see a list of users assigned to this event:

To add a specific person to the event, click Add Participants, and then select the user from the list. After selecting the user, save the changes, and that participant will be assigned to the indicated session. You can also first mark multiple participants with a specific group and then choose to import members of that group into the session. Keep in mind that this type of import will not bring into the session those people who will only later acquire the indicated group.

When a user is added to an event, they can log into their account on the Landing Page and in the App and go to the Agenda – My Plan. In their calendar, they will see the event they have been assigned to. This way, participants do not have to check the sessions their ticket is valid for themselves and can instead rely on the event organizer to manage their schedule:

This tool definitely makes it easier for event organizers to manage the schedules of all participants and ensures that everyone is assigned to the appropriate groups and sessions during your event.

Have a successful event with Meeting Application!