Attendee Management
Attendee Management#
Every ticket purchase creates an attendee record. View, check in, cancel, and export attendees from Events > Attendees.
Attendee records#
An attendee record holds:
- Attendee Information: name, email, and phone from checkout
- Ticket Details: ticket code, seat (when seating charts are on), status
- Event: the linked event with its date and time
- Order: the WooCommerce order number, date, and status
- Check-in Status: Checked In or Not Checked In, with the check-in time
Records are created when an order reaches Processing or Completed. One record is created per person, so a ticket that admits 4 creates 4 records.
Attendees list#
Go to Events > Attendees. The table shows 20 attendees per page.
| Column | Description |
|---|---|
| Name | Attendee name, links to the record |
| Contact email | |
| Event | Event name, links to the event |
| Ticket Code | Unique code used for check-in |
| Seat | Seat label when seating charts are on |
| Status | Active or Cancelled |
| Check-in | Yes (hover for the time) or No |
| Order | Order number, links to the order |
| Registered | Date the record was created |
Hover a name to see the row actions View, Cancel (active tickets) or Reactivate (cancelled tickets).
Filtering#
Above the table you can filter by:
Event Choose an event from the All Events dropdown.
Status Choose Active, Cancelled, or Refunded from the All Statuses dropdown. Refunded orders set attendees to Cancelled, so the Refunded filter returns nothing in the current version.
Click Filter to apply.
Searching#
Use the Search Attendees box to match first name, last name, email, or ticket code.
Sorting#
Click the Name, Email, Status, or Registered column header to sort. The default order is newest first.
Viewing an attendee#
Click a name to open the record. The page shows three boxes.
Attendee Information#
Name, Email, Phone, Ticket Code, Seat (when seating is on), Status, Check-in Status, and Registered.
Event#
Event name, start date and time, and a View Event link.
Order#
Order number, order date, status, and a View Order link.
Actions#
For active tickets:
- Check In: marks the attendee as checked in now
- Check Out: shown instead of Check In once the attendee is checked in
- Print Ticket: opens the printable ticket in a new tab
- Resend Ticket Email: resends the WooCommerce Completed order email, which includes the ticket codes
- Cancel Ticket: sets the status to Cancelled and releases the seat. Refunds are done from the order page
For cancelled tickets the box shows This ticket has been cancelled. and a Reactivate Ticket button.
Attendee statuses#
| Status | Description |
|---|---|
| Active | Valid ticket, can be checked in |
| Cancelled | Order cancelled or refunded, or cancelled by an admin |
Check-in is tracked separately from status. An active attendee is either checked in or not.
Status changes automatically when the order is cancelled or refunded. Admins can change it with Cancel Ticket and Reactivate Ticket.
Manual check-in#
- Open the attendee record
- Click Check In
The check-in time is recorded. To undo it, click Check Out. The attendee can then be checked in again.
For scanning at the door, use the Check-in System.
Exporting attendees#
Export all#
- Go to Events > Attendees
- Click Export CSV next to the page title
Export by event#
- Filter the list by event
- Click Export CSV
The file is named attendees-YYYY-MM-DD.csv and includes only that event’s attendees.
CSV columns#
- ID
- First Name
- Last Name
- Phone
- Ticket Code
- Status
- Checked In (Yes or No)
- Event
- Order
- Registered
Bulk actions#
Tick the attendees, pick Check In, Check Out, Cancel Tickets, or Delete from the bulk actions dropdown, and click Apply. A notice reports how many attendees were affected. Check In only applies to active attendees, Cancel Tickets releases any assigned seats, and Delete removes the records permanently.
Attendee lifecycle#
- Order placed: no record yet
- Order Processing or Completed: record created as Active
- Event day: check-in time recorded when scanned
- Order cancelled or refunded: status changes to Cancelled
Records are not deleted automatically. Cancelled attendees stay in the list.
Privacy#
Attendee data includes personal information:
- Only users with the Shop manager or Administrator capability (
manage_woocommerce) can open the Attendees page - Export only when needed and delete old exports
- Mention event data handling in your privacy policy
The plugin registers a WordPress privacy exporter and eraser for attendee data, so Tools > Export Personal Data and Tools > Erase Personal Data cover attendees.