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Configure Attendance

Attendance settings determine how participants are included in your program and activities. These settings control whether participants choose to attend or are automatically included.

Before configuring per-activity attendance, make sure you've picked the right Registration Style for the event. The style sets the foundational expectation — whether participants attend the event as a whole, or sign up for activities individually — and the attendance options below behave in the context of that choice.

Attendance Options

On the Registration tab, each activity has an attendance setting (Determine Attendance):

  • Ask If Attending – participants choose whether to attend
  • Link Attendance – participants follow the overall program's attendance

Choose the option that best matches how your program should work.

When to Use “Ask If Attending”

Use Ask If Attending when participants need to make a choice.

For example:

  • Selecting sessions or workshops
  • Choosing optional activities
  • Indicating attendance preferences

Participants will see these activities during registration and can respond accordingly.

Use Link Attendance when participation is required or automatic.

For example:

  • Main program attendance
  • Required sessions or meetings
  • Internal coordination activities

Participants are included without needing to make a selection.

Linked Attendance

Some activities can be linked to overall program attendance using Link Attendance.

  • If a participant is attending the program, they are automatically included in linked activities
  • These activities may not appear as separate choices during registration

This is useful for activities that apply to all attendees.

How Attendance Affects Registration

Attendance settings determine:

  • What participants see during registration
  • Whether they need to make selections
  • How attendance is tracked in the system

Clear attendance configuration leads to a smoother registration experience.

Attendance and Capacity

If you set attendance to Ask If Attending, you can:

  • Set a Limit — either Max (a whole number of attendees from 1–1,000,000, entered as Max Attendees) or Places (capacity calculated from the activity's places, shown as plain text on the activity)
  • Enable a waitlist and choose Waitlist Movement (Automatic or Manual) — both controls live in the Capacity and Waitlist section of the Registration tab
  • Allow late sign-ups after the response deadline — useful for clinics, classes, and drop-in sessions where you want to keep accepting registrations while still preventing last-minute cancellations

These options help manage availability and demand.

For how waitlists fill, how people are promoted, and how lowering a limit below the confirmed count is handled, see Waitlists and Waitlist Movement.

!!! note "Lowering capacity below the confirmed count" If you reduce a limit below the number already attending, Eventene blocks the change after the response deadline, and before the deadline allows it only when Waitlist Movement is Automatic (it moves the most recent responders back to the waitlist). See Waitlists and Waitlist Movement.

Tips for Configuring Attendance

  • Use Ask If Attending for optional or selectable activities
  • Use Link Attendance for required or automatic participation
  • Review your setup from the participant’s perspective

What to Do Next