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Events: Add, edit, email, and manage an event's registered attendees, waitlist, and cancellations

In this article

For each event with registration enabled, you can manage the registered attendees, manually add new attendees, manage the waitlist (when enabled), and view cancelations from the Manage Event pages for the event.

All of the options for managing an event's attendees can be found by clicking the Manage Event button. This includes:

  • Viewing an event's overview and adding notes
  • Managing registrations
  • Managing the wait list
  • Tracking cancelled registrations
  • Emailing attendees
  • Creating an event button

Getting there

  1. Click on the event you want to manage on your calendar. This will launch the Event Details window.
Example of clicking on an event to modify
  1. Click on the Manage Event button.
Example of going to manage an event

Registrations

The Registrations tab will list all of the people currently registered for your event, including when they registered. This tab will only appear if you enabled registration in your event's settings.

Options for adding and managing registrations
  1. To add a new person to the list, click on the  New Attendee button. This will allow you to complete the event's booking form to sign the person up.
    • From the New Attendee modal you can choose whether or not to send a confirmation email to the user.
    • If there is a charge for registering for the event, you can override the default cost for the registration you're adding from the Cost Override field. You can also enter a 0 to waive the charge for the registration 
    • If multiple guests are allowed per registration, you can use the Number of people attending field to enter how many are registering with this attendee.
    • If a custom booking form is being used, you can optionally complete any custom questions added to the form.
Screenshot of the New Attendee window
  1. To print a copy of the current registration list, click on the  Print button.
  2. To export a copy of the current registration list, click on the  Excel button to download it in CSV format.
  3. Click the Columns button to show or hide columns in the attendee list. This includes columns that are hidden by default, such as status, payments, and custom registration form fields.
  4. The Registered On column will show the timestamp for when the user registered for the event.
  5. To keep track of which people actually attended the event, click on the Confirm Attendance checkbox for each person who showed up. These will be tallied and used in your calendar statistics.
  6. The Registration Type column indicates which type of registration was made by the patron -- In-Person or Online.
    • The details of this column are particularly useful for hybrid events.
  7. Click on the View User History () icon in the Actions column to see a list of every event that user has signed up for (based on their email address). This will give you a list of each event, along with their registration & attendance status.
  8. Click on the Edit Registration () icon in the Actions column to edit that user's registration information, including their name, email address, and registration form responses.
  9. Click on the Cancel Registration () icon in the Actions column to remove an attendee from the list. This will move them to the list under the Cancelled tab so you can keep track of which users cancelled their registrations.
    • If registration was full and the waiting list was enabled, this will automatically register the person at the top of the waiting list.
    • An attendee will receive an email notification if you cancel their registration. (The text of this email can be customized in the calendar's email templates.)

Options for series-linked repeating events

When adding attendees to series-linked events that still have registration open, you will have the option to register them for just the remaining events in the series, or for all events (including ones that have already occurred). You can customize this using the Register Attendee to option in the New Attendee window.

The Register Attendee to options in the New Attendee window

Options for hybrid events

When adding attendees to a hybrid event that still has registration open, you will have the option to register them to attend the event in-person or online. You can customize this using the Register Type option in the New Attendee window.

The Registration Type to options in the New Attendee window

Waitlist

The Waitlist tab is where you can manage all of the attendees currently on your waiting list. This tab will only appear if you enabled the waiting list option in your​ event's settings. (Please note that there is no limit to the number of people who can register for a waiting list.)

Options for managing the waiting list
  1. To add a new person to the list, click on the  New Attendee button. This will allow you to complete the event's booking form to sign the person up.
  2. To print a copy of the current waiting list, click on the  Print button.
  3. To export a copy of the current waiting list, click on the  Excel button to download it in CSV format.
  4. Click the Columns button to show or hide columns in the attendee list. This includes columns that are hidden by default, such as status, payments, and custom registration form fields.
  5. The Registered On column will show the timestamp for when the user registered/waitlisted for the event.
  6. The Registration Type column indicates which type of registration was made by the patron -- In-Person or Online.
    • The details of this column are particularly useful for hybrid events.
  7. Click on the View User History () icon in the Actions column to see a list of every event that the user has signed up for (based on their email address). This will give you a list of each event, along with their registration & attendance status.
  8. Click on the Edit Registration () icon in the Actions column to edit that user's registration information, including their name, email address, and registration form responses.
  9. Click on the Cancel Registration () icon in the Actions column to remove an attendee from the list. This will move them to the list under the Cancelled tab so you can keep track of which users cancelled their registrations.
    • Attendees will not be notified if you cancel their registration. 
  10. Click on the Move Up List () icon in the Actions column to move that person up one position in the waiting list. The person at the top of the list will be the first one registered if a seat becomes available.

Cancelled registrations

The Cancelled tab provides a list of all attendees who cancelled their registration, including:

  • The attendee's name and email address
  • Who cancelled the attendee's registration
  • The date the registration was cancelled

If your event is using a custom registration form, please note that responses to your custom questions are not retained once a registration has been cancelled.

  1. To print a copy of the cancellation list, click on the  Print button.
  2. To export a copy of the cancellation list, click on the  Excel button to download it in CSV format.
Example of a cancellation list

Emailing attendees

If you ever need to send a quick email to your attendees or people on the waiting list, the Email Attendees tab can be a real time saver. Instead of having to manually copy and paste everyone's email addresses into your email client, you can send an email right from within LibCal. This can be helpful if you want to remind attendees to bring their copy of the month's book club reading or let people know about a last-minute change in location or time.

  1. If you'd like replies to your email to go to a specific address, enter it in the Reply To field.
  2. Enter the attendees to include in your email's BCC list (separate multiple addresses by a comma).
    1. To automatically add all registered attendees to the BCC list, click on the Add Registered button.
  3. Use the Subject field to customize the subject of the email.
  4. Use the Message text area to customize the body of the email.
  5. Click the Send Email button.
    • Note: the user sending the email will automatically be BCC'ed, as well.
Example of emailing attendees

Create an event button

To encourage people to register for your event, you can create and embed a simple button on a webpage or LibGuide. When a user clicks on the button, they'll be taken to your event's page, where they can view the details and register.

  1. Click on the Create Event Button tab.
  2. In the Text for Button field, enter the text you want to appear inside the button.
  3. Choose which Size you want the button to be. Once you select a size, the corresponding embed code will appear.
  4. Use the Background Color field to customize the background of the button. You can either enter a hex code for a specific color, or use the built-in color picker to select one.
    • When you hover over the button, this will become the text color.
  5. Use the Text Color field to customize the color of the button text. You can either enter a hex code for a specific color, or use the built-in color picker to select one.
    • When you hover over the button, this will become the background color.
  6. Review the Button Preview to see how your event button will look.
  7. Copy and paste the provided embed code into the HTML code of your website or LibGuide.
Example of creating an event button