Themology
Docs Evenzo – Events Manager for WooCommerce

Attendee Management

Attendee Management#

Every ticket purchase creates an attendee record. Manage registrations, view attendee details, and export data from the Attendees dashboard.

Attendee records#

An attendee record contains:

  • Personal Information: Name, email, phone from checkout or attendee fields
  • Ticket Details: Product purchased, ticket code, event linked
  • Order Information: Order ID, order status, purchase date
  • Custom Fields: Any additional information collected at checkout
  • Check-in Status: Whether checked in, when, and by whom

Records are created automatically when orders complete. One record is created per ticket (considering persons per ticket settings).

Attendees dashboard#

Go to Events > Attendees to see all attendees across events.

Statistics#

The dashboard shows quick stats:

  • Total Attendees: All attendee records
  • Active: Currently valid tickets
  • Checked In: Attendees who checked in
  • Pending: Awaiting order completion

Attendee list#

The table shows all attendees with:

ColumnDescription
NameAttendee name with link to details
EmailContact email
EventEvent name with link
Ticket CodeUnique identifier for check-in
StatusActive, Cancelled, Checked-in, etc.
Check-inCheck-in timestamp if applicable

Filtering#

Filter the list by:

Event Select an event to see only its attendees.

Status

  • Active: Valid ticket holders
  • Cancelled: Refunded or cancelled orders
  • Checked-in: Already attended

Search Search by name, email, or ticket code.

Sorting#

Click column headers to sort by name, event, or check-in time.

Viewing attendee details#

Click an attendee name to see full details:

Personal information#

  • Full name
  • Email address
  • Phone number
  • Any custom field data collected

Ticket information#

  • Ticket product name
  • Ticket code (with copy button)
  • QR code image
  • Purchase date

Event information#

  • Event name and link
  • Event date and time
  • Venue details

Order information#

  • Order ID with link to order
  • Order status
  • Order total

Check-in history#

Timeline of check-in and check-out actions with:

  • Timestamp
  • Action (check-in or check-out)
  • Who performed the action

Actions#

From the attendee details page:

  • Check In: Mark as checked in
  • Check Out: Mark as checked out (for re-entry tracking)
  • View Order: Go to WooCommerce order
  • Download Ticket: Get PDF ticket

Attendee statuses#

StatusDescription
ActiveValid ticket, ready for event
Checked-inAttended the event
CancelledOrder cancelled or refunded
PendingOrder not yet completed

Status updates automatically based on order status and check-in actions.

Manual actions#

Checking in manually#

From the attendee details or list:

  1. Find the attendee
  2. Click Check In
  3. Confirm the action

The check-in timestamp records automatically.

Checking out#

If your event allows re-entry:

  1. Find a checked-in attendee
  2. Click Check Out
  3. The attendee can check in again

Use check-out for events where you need to track exits (multi-day events, capacity limits).

Exporting attendees#

Export attendee data to CSV for external use.

Export all#

  1. Go to Events > Attendees
  2. Click Export CSV in the table navigation
  3. The file downloads with all attendees

Export by event#

  1. Filter the list by event
  2. Click Export CSV
  3. The file includes only that event’s attendees

CSV contents#

The export includes:

  • Attendee ID
  • First Name
  • Last Name
  • Email
  • Phone
  • Event Name
  • Event Date
  • Ticket Code
  • Status
  • Check-in Time
  • Order ID
  • Custom Fields

Searching attendees#

Use the search box above the list to find attendees by:

  • Name (first or last)
  • Email address
  • Ticket code

Advanced filtering#

Combine filters for specific results:

  1. Select an event
  2. Select a status
  3. Enter a search term
  4. The list updates with matching results

Bulk actions#

Select multiple attendees using checkboxes to:

  • Mark as checked in
  • Export selected to CSV

Attendee lifecycle#

  1. Order Placed: Attendee record created as Pending
  2. Order Completed: Status changes to Active
  3. Event Day: Status changes to Checked-in when scanned
  4. If Refunded: Status changes to Cancelled

Records are never deleted automatically. Even cancelled attendees remain for record-keeping.

Privacy considerations#

Attendee data includes personal information. Consider:

  • Limit who can access the Attendees page (WordPress user roles)
  • Export only when necessary
  • Securely store and dispose of exports
  • Include event data handling in your privacy policy

See the Settings page for access control options.