Manage and edit registrations

This guide shows you how to view, filter, and edit the attendee list for an event, and how to send a message to a filtered group of registrants.

Who can do this: Organization admins with events:view-attendees permission. Sending email requires events:message-attendees.

Steps

View the attendee list

Open the event and select the Attendees tab.
The list shows all registrations with columns for name, email, ticket type, status, check-in time, and registration date. Names come with the list itself, so people who registered without a member account are named too, however many members your organization has. A name you aren’t allowed to see shows as “Name not available” (see below).

Who sees what in the attendee list

Names: anyone who can view attendees sees their names — for the members their attendee-viewing role covers. If that role covers only some membership levels or tags, a member outside them shows as “Name not available”. The row is still listed, and you can still use its actions.
Emails: you see an attendee’s email only if you can also read member records (the members:read permission), and only for the members that permission covers. For people who registered without a member account, being able to read member records is enough. When you can’t see someone’s email, the Email column shows “—”.

The list updates in real time as attendees are checked in. A green ● Live chip in the header indicates live updates are active.

Filter the list

Use the filter bar to narrow the list:

Status — filter by Registered, Attended, or Cancelled.
Ticket type — show only holders of a specific ticket type.
Check-in state — show only Checked in or Not checked in attendees.
Search — type a name or email to find a specific attendee.

Filter chips appear below the filter bar when filters are active. Dismiss a chip to remove that filter, or select Clear all to reset.

Edit a registration

In the attendee row, select ⋮ (row actions).
Select View / Edit.
Update the registration details and save.

If you change the ticket type to one with a different price, MapleGather shows the price difference and routes to the appropriate reconciliation step.

Check in or un-check-in from the list

From any row in the attendee list:

Select ⋮ (row actions).
Select Check in or Un-check-in.

Check in requires the events:check-in permission and does not appear when the registration is already in Attended status. Un-check-in requires the separate events:check-in-undo permission and does not appear when the registration is not in Attended status.

Send an email to a filtered group

Apply any filters to select the group you want to email (for example, filter by “Not checked in” to reach no-shows).
Select Email this group in the page header.
The compose dialog shows the recipient count matching your current filter.
Enter a Subject (required) and Message.
Select Send to {N} people.

For sends to 1,000 or more recipients, the send is queued and processed in the background. The button label changes to Queue send to {N} to indicate this.

Verify

After editing a registration, the row in the attendee list reflects the updated status. After sending an email, a confirmation toast appears: “Message sent to {N} attendees.”

If something goes wrong

“Email this group” button is not visible — your account does not have the events:message-attendees permission. Contact your organization owner to request access.
“Add your organization’s postal address to send marketing email” in the compose dialog — emails to a group of attendees are marketing email, and US law requires your organization’s postal address in every marketing email. Nothing was sent. Select Add postal address, save the address, then send again. See Add your organization’s postal address.
A row shows “Name not available” — that registrant is a member outside the membership levels or tags your role covers, or no name is on record. The registration is still listed and you can still edit it or check it in. Ask an admin whose role covers all levels and tags if you need to know who it is.
The Email column shows “—” for everyone — you can’t read member records (the members:read permission). Names still show. Ask your organization owner if you need emails.
Recipient count shows 0 in the compose dialog — the filter has no matches. Close the dialog, update the filter, and try again.
“This registration has been cancelled” when you save an edit — the registration was cancelled after you opened it, either by the registrant or because an unpaid hold expired. Nothing was changed: no ticket change, transfer, refund or invoice. Select Close and refresh. The attendee list then shows the registration as Cancelled. A cancelled registration can’t be edited.
“This registration has been refunded” when you save an edit — its payment has been refunded, so it can no longer be edited. Nothing was changed. Select Close and refresh.