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Manage Attendance

Overview

Once your event is underway, you need a way to confirm who actually shows up, handle people who arrive without registering, and adjust attendance as the day unfolds. Eventene tracks attendance at the activity level, so each session, workshop, or meeting can be managed independently.

This article covers the day-of workflow: monitoring attendance, handling walk-ins, and making on-site changes.

How to Use It

Review who is expected

  1. Open your program
  2. Go to the Track section
  3. Select the activity you want to manage
  4. Review the list of participants who are attending

You will see attendance status for each person (such as attending, not attending, or waitlisted) based on what they selected during registration.

Update attendance during the event

If a participant's status needs to change — for example, they registered but did not show up, or they switched activities — you can update their record directly.

  1. Find the participant in the activity's attendance list
  2. Open their profile or use the actions menu
  3. Update their attendance status
  4. Save your changes

Bulk actions can be used to update many participants at once. See Bulk Actions Overview.

Add a walk-in

Walk-ins are participants who arrive without having registered in advance. To include them in your event:

  1. Open the Group the activity is assigned to
  2. Add the new person to that main group (Add & Edit People)
  3. Confirm the person now appears in the activity (subgroups update automatically when their rules match)
  4. Update their attendance status to reflect that they are present

Adding the person to the right group is what gives them access to the activity. Without that, they will not appear in your tracking lists.

Move someone off the waitlist

When an activity has attendance limits and a waitlist:

  1. Open the activity in Track
  2. Locate the waitlist section
  3. Promote a participant into an available spot
  4. Update their assignment if needed (Assign Participants)

Waitlist behavior depends on how the activity was configured. See Manage Activities.

Handle on-site changes

Common on-site changes include:

  • Switching a participant from one activity to another
  • Updating a meal preference or other question response
  • Reassigning a participant to a different table, room, or role
  • Marking a participant as not attending after they cancel on the day

Each of these can be done from the participant's profile or from the activity's tracking view.

Tips & Best Practices

  • Filter the attendance list by activity or group before making bulk changes
  • Add walk-ins to the main group, not a subgroup — subgroups update automatically from rules
  • Review the participant statuses so your team uses consistent terminology on site
  • Keep one or two people responsible for attendance updates to avoid duplicate edits
  • Export the participant list before the event as a backup (Export & Backup Group)