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Confirm registrations and check-ins

Confirm who is coming to an event, manage the waiting list, and record who checks in on the day.

GuideRSVPAdminCoordinatorSupport worker

Purpose

Registrations tell you who plans to come. This guide shows you how to confirm RSVPs, manage the waitlist, and record check-ins so you know who is at the event. You can also record accessibility requests so the event is welcoming for everyone.

Who this is for

This guide is for administrators, coordinators, and support workers who manage event registrations. You need access to an event's registration list.

What you need

  • An event that is open for registration.
  • Access to the event record and its registrations.
  • The list of people who responded.
  • A check-in method for the day, such as a QR code, or a manual list.

What you will do

  1. Open the event's registrations.
  2. Confirm pending RSVPs.
  3. Review accessibility requests.
  4. Manage the waitlist.
  5. Check people in on the day.
  6. Mark people who do not arrive.

Instructions

  1. Open the event record.
  2. Select Registrations to see the list of responses.

To confirm a registration:

  1. Find the person's RSVP in the list.
  2. Select Confirm to set the status to Confirmed.
  3. Keep any RSVP set to Pending until the place is certain.

To respond to an accessibility request:

  1. Read the request in the Accessibility requests field.
  2. Arrange the support that is needed.
  3. Note what you arranged in the event notes.

To manage the waitlist:

  1. Select Waitlist to see people waiting for a place.
  2. When a place opens, promote the first person on the waitlist.
  3. Select Remove only when a person no longer wants the place.

To check someone in:

  1. Open the event on the day.
  2. Select Check in.
  3. Choose the check-in method, such as QR, NFC, Manual, or Voice.
  4. Repeat for each person who arrives.

What happens next

Confirmed people appear as expected attendees. Check-ins become attendance records for the event. People on the waitlist stay in order and move up as places open. At the end, you can compare who confirmed with who attended.

Troubleshooting

Troubleshooting
ProblemWhat to do
A person says they registered but you cannot find themSearch for the person's name. Check the waitlist and the cancelled RSVPs.
Two places are held for one personOpen both RSVPs and keep the correct one. Cancel the other.
Someone needs a plus oneUpdate the RSVP and add the plus one count in the Plus ones field.
A person cannot attendSet the RSVP to Cancelled so the place can be offered to the waitlist.