Please note: Live attendance tracking via the Attendee list is available on the Standard plan or above.

This article covers:


Recording attendances

✨ This feature is only available on the Standard plan (and above).

Bookwhen allows you to record who attends your events in real time. You can find the Attendee List on your Schedule page (as long as the event has bookings).

If your event is part of a course (where there are no non-course tickets), you can access it using the 👪 icon shown below next to your chosen date:

Select the green icon to indicate that a booker has attended your event -

Select the red icon if you would like to mark them as a 'no show' -

You can also select the X to remove any record of attendance -

Or select one option at the bottom to mark all attendees. (This will overwrite any existing record):

✨ You can also view attendances in your Bookings tab.


Editing your attendee list columns

You can select any booking form fields you have set up and include them on the Attendee list by selecting the edit icon 📝 on the right-hand side of the table:

💡 To note: Any edits made to the attendee list apply to all entries and schedule pages.

Sorting attendee names alphabetically

On the attendance register, you can sort full names alphabetically (by the first name) by selecting the down or up arrows on the Name column:

To sort by the last name alphabetically, select Options > Edit table columns, then deselect Name, and select in its place both system fields First name and Last name, as shown here, then select Save changes:


You will then be able to sort the register either by first name or by last name
alphabetically:

You can also re-order the Booking column alphabetically.

Sorting by booking date & time

To sort the register by booking date and time, select Options > Edit table columns, select system field Booking date, and select Save changes. You can then toggle the Booking date column to reorder your register:

✨ For a more detailed article on editing the Attendee list, see here.


More Options

Use the Options menu to access further options from the attendee list, including:

  • Print - Produce a PDF or hard copy of the Attendee List.

  • View public/secure event page - see the event on the public page (and complete manual bookings if necessary)

  • View bookings list - see the relevant bookings for the event via the 'bookings' tab.

  • View email list - view and copy a list of email addresses for bookers and attendees of the event if you need to contact them.

  • Resend confirmation emails - resend confirmation emails to attendees of the event.

  • Event specific information - view and edit private event-specific information, maximum event size, location, assign videos to the event, and select options for ongoing access or overriding event leaders.

  • Unpublish this single event - unpublish this event from your schedule.

  • Cancel event - mark the event as cancelled on the public schedule (this will not notify attendees).

  • Change event date/time - Moves the event to a new date/time, including existing bookings (this will not notify attendees).

  • Export to CSV - Downloads a .csv spreadsheet file (for use with Excel, Google sheets, etc.)

  • Edit table columns - see above.


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Tags: Attendance, register, tracking, record, attendances, recording

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