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How do I manage sign ups for an event?
How do I manage sign ups for an event?

Describes how to manage signups/registrations on an event.

Updated over a week ago

You will need the Full Write Events permission or be an organizer on the event.

The event will also need to be configured to require registration. See the "Registration Settings" section of this article for more information.

Events that have registrations have an additional tab named "Attendees." This is where you will see all the people who have signed up for the event. You can also edit and delete any sign ups from here.

1. "Item/Tickets" contain all non-hidden item/tickets fields on the associated sign-up form (or those selected on at least one sign up). It shows the name of the item/ticket, the number purchased or selected as well as the number remaining if a max is set on the item/ticket. For repeating events, the number is replenished automatically so that each occurrence has its own available quantity. The remaining count is now calculated from sign ups. This means deleting a sign up will add any item/tickets chosen back to the pool for others to select.

2. The Attendee List counts those on the sign up form that are labeled as being event guests. This applies to any people fields as well as the Profile Information section at the top of the form (which represents the person filling out the form). To have people on the form count towards the attendee list counts, check the "Add person to guest list if form is linked to an event?" when editing the person fields on the form as appropriate.

3. Total Guests are the total number of people marked as event guests entered on the form. This may or may not include the form submitter depending on the settings on the form.

4. Additional Guests list names of anyone entered on any people fields on the form.

5. Fields from the sign up form will appear directly in the table. This includes items/tickets so you can quickly see at a glance which item/tickets each person selected as well as responses to other fields. The only exceptions are repeating section fields. Due to the nature of how those are defined, they can only be seen by exporting the table data.


Adding New Sign Ups Without a Form

If you just want to add a new attendee and ignore any questions on the sign-up form, click on the "Add Person" button under the "Attendees" tab. A pop up will appear with the following fields:

  • Person - search for the person's profile here. A profile isn't required to add an attendee, but is recommended so that event sign up history will appear on their profile. If this is not needed, you can skip this field and fill out the contact details under the "Person Details (Unmatched)" section instead.

Person Details (Unmatched)

This section is visible only if you did not select a person in the previous field.

  • Name - the person's full name

  • Email - the person's email. Recommended if you want to be able to send them emails related to the event.

  • Phone - the person's phone number


This section only appears if the event has more than one time. Select the time or times the person is interested in attending. Each time indicates how many sign ups with the "Going" status are currently entered.


  • Status - whether they are going (e.g. Going), might go (e.g. Maybe), cannot go (e.g. Can't Go), or don't know (e.g. No Response). Only attendees with the "Going" status are counted towards the attendee limit on the event. The default value is "Going."

  • Comments - any additional comments you want included with this registration.

When you are finished, click on the "Save" button to add the new attendee.

Adding New Sign Ups With a Form

If you are interested in capturing the information from the registration form as part of the sign up, click on the "Sign Up" button in the "Registration" box.

A pop up will open containing the registration form. Simply complete the form and submit. If you use this method, you may need to refresh the attendee table before you see the new sign up listed.

You can view the sign up form the person filled out by selecting "View Sign Up" from the menu at the end of the row.

You can also click on the "View Sign Up" button at the bottom of the pop up which appears when viewing an event attendee.

Note: When someone is signing up for an event, the system will only prevent a duplicate sign up if the Person Information section at the top of the form is set to add the submitter to the guest list.

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