Track Participation & Responses

Overview

This is your live view of how registration is going. Use it to see who has registered, who has answered, who is still incomplete, and what to do about it — while there is still time to act.

When to use: during open registration and in the days leading up to your event.

For day-of attendance work, see Manage Attendance. For after-the-event review, see Review Activity Attendance and Analyze Program Outcomes.

How It Works

Open the Track view

Open your program
Go to the Track section

You can switch between an overview, an activity-by-activity view, and an individual participant view.

The registration status picture

Each participant has a registration status:

Complete — all required steps are finished
In Progress — they have started but not finished
Incomplete — required steps are missing, or they have not started

Filter the participant list by status to see who needs attention. For status definitions and what causes each one, see Understanding Participant Status.

The response picture

For each activity:

See how many participants are attending, not attending, waitlisted, or have not yet responded
Review the answers to your questions
Spot activities with low response rates that may need a nudge

For an individual participant, open their profile to see all of their attendance choices and answers in one place. See View Participant Profiles.

For Optional Activity Sign-ups events, a participant's overall event status is derived from their activity responses — someone waitlisted for an activity (and attending none) shows Waitlisted overall, not Attending. See Understanding Participant Status.

Survey question summaries

When an activity (or your event) has questions, the Track overview shows a summary graph for each question, so you can read the room at a glance — how many people chose each answer — without opening profiles one by one.

Choice and Yes/No questions show a bar for each answer with its count.
Rank-choice questions show a 1st Choice Results summary: each option ranked by how many participants made it their #1 choice, highest first. It is a quick read of the front-runners, not a full ranked tally.
Free-text questions (comment, number, email, and the like) list the responses that came in.

What the counts include. A summary only counts people who are currently in the audience for that question. If a question is asked only of attending participants, the graph counts attending participants' answers — waitlisted, undecided, and not-attending people are not mixed in. This keeps the numbers operationally meaningful: they reflect who the question applies to right now, not every answer ever submitted. Counts refresh on their own as you record or edit responses, so a graph always matches the latest state.

Drill into any answer. Click an answer — a bar, a rank-choice option, or a free-text value — to open a side panel listing the people who gave it. For a rank-choice option, the panel shows everyone who ranked that option first.

Act on a person without leaving the panel. Every person row in the drill-down has the same ... action menu you see elsewhere in Track:

View Details — open that participant's profile and responses
Send Message — email the participant
Open Registration — jump to their registration to review or adjust it

Use the summaries to spot lopsided answers, pull up everyone who picked a particular option, and follow up — for example, message everyone who chose a session that is now full, or open the registration of anyone whose free-text answer needs a closer look.

The payment status picture

If your program collects payments, the Track overview includes a Payment Status card. (You may remember this card as Payment Status for Activities — it now reads simply Payment Status, since the activity you select on the left already sets the context.) The card groups attendees into three categories:

Paid — payment has been received and recorded
Pending — a payment obligation exists and payment is expected later, such as cash to be collected at check-in or a check that has been promised
Unpaid — no payment has been received and there is no pending obligation on record

Pending and Unpaid are different states. Pending means a payment has been arranged and you are waiting to collect it; Unpaid means nothing has been paid and nothing has been arranged. For full definitions, see Understanding Participant Status.

These totals reflect all paid products, including optional add-ons — not only required ones. A participant who has paid for an optional product is counted under Paid, so the card matches what people have actually purchased.

Selecting any category opens a side panel listing the matching participants, with the same ... action menu you see elsewhere in Track. From the Pending list, that menu also includes Mark as Paid, so you can record an offline payment the moment it arrives without leaving the panel — see Offline & Manual Payments.

Payment Tracking for an individual

When you open a single participant from Track and go to their Tracking tab, a Payment Tracking section summarizes where that one person stands on payment. It is a read-only reference — a place to understand the payment, not to change it — and shows:

Payment Status — Paid, Pending, or Unpaid, with the same meaning as everywhere else in Eventene.
Payment Created — when the payment obligation was first recorded. This is especially useful for a Pending payment, since it tells you how long the obligation has been outstanding.
Payment Received — when payment was actually recorded. This is blank while a payment is still Pending.
Payment Method — how the payment was (or will be) made, such as Cash or Other.
Payment Note — the note entered when the obligation was created, describing the arrangement. For example, "Will bring check next week" or "Invoice sent to organization."
Receipt Note — the note entered when payment was recorded as received. For example, "Check #1047 received" or "Cash collected at registration desk."

Use this section to see, for one person, their current payment status, when an obligation was created, when payment came in, and any notes captured along the way — all without leaving their details. For the picture across everyone, use the Payment Status card above; to record or settle a payment, see Offline & Manual Payments.

Acting on what you see

Live monitoring is only useful if you do something with it. Common actions:

Send reminders to participants whose status is In Progress or Incomplete
Reach out to invitees who have not started — sometimes the email got lost
Resolve specific blockers — for example, an activity that is full and needs more capacity, or a question that is confusing people
Record or settle offline payments — use Add Payment or Mark as Paid in the action bar for cash or check payments; see Offline & Manual Payments
Update your plan if responses suggest you should — add a session, drop one, change the room

For sending targeted reminders or updates, see Monitor and Communicate.

When to check

The first day registration is open — confirms everything is working and surfaces obvious issues (declined cards, broken activities)
Mid-window — gives you time to nudge incomplete registrations
A few days before the event — last chance to chase no-responses and confirm capacity

Tips & Best Practices

Save the filter combinations you use most (for example, "Group X + In Progress") so you can reuse them in seconds
Treat In Progress and Incomplete differently — In Progress just needs a nudge; Incomplete may need a fresh invitation
Spot-check a few participants individually — one person's confused responses often hint at a problem the whole list shares
Cross-check email tracking (opens, bounces) so you know whether your reminders are even reaching people