Attendee Management

Attendee Management#

Every ticket purchase creates an attendee record. You can also book tickets for a customer from the admin, and edit or move an attendee later. 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.

Book tickets from the admin#

Book tickets for a customer without an online order, for example a phone booking, a sale at the door, or a guest list. Each booking is a regular WooCommerce order. Tickets, ticket codes, QR codes, emails, stock, and reports work as they do for an online order.

Only users with the Shop manager or Administrator capability (manage_woocommerce) see Add Booking.

Go to Events > Add Booking. You can also click Book tickets under an event in Events > All Events, or Add booking in the event’s Event Tickets box.
Choose the Event and click Continue.
For a recurring event, choose the Date. Each date shows how many places are left.
Choose the Ticket and the Quantity, then click Continue.
If the venue has a seating chart, pick one seat per person. Sold seats and seats a customer is holding can’t be picked. Seats you blocked can be picked.
Under Customer, choose Guest and enter an email and name, or choose Existing customer and search for the account.
Fill in the attendee names and emails. Blank fields take the customer’s details. Same as customer gives the first attendee the customer’s name and email.
Under Payment, choose Paid or Complimentary.
Untick Email the tickets to the customer to book without any customer or attendee email.
Click Create booking.

The Attendees screen opens with the order number and a link to each ticket.

Customer#

An existing customer becomes the order’s customer, so the order and tickets show in their My Account. A guest booking uses the email and name you type. If a guest email belongs to an account, the form tells you, but the booking is not linked to that account. To create an account, add the user in Users > Add New first, then pick them.

Payment#

Paid records a payment you took somewhere else, such as cash or a card terminal. No card is charged from the admin.
Total before tax starts at the storefront price for that customer and those seats, including early bird, quantity, role and seat section pricing. Type another amount to charge exactly that.
Payment reference is optional, such as a receipt number. It is saved as the order’s transaction ID.
Complimentary books the tickets for free, with a total of 0.

What Evenzo checks#

The event must be published or private, not cancelled, and not over. You can book until the event ends, outside the ticket’s sales dates and its minimum and maximum per order.
If there aren’t enough places, or not enough tickets in stock, the booking is refused with the number left. Tick Book over capacity to book it anyway. The order note says it was booked over capacity.
A seat that someone else takes at the same moment is refused, and nothing is booked. Pick another seat. Two tickets never share a seat, even over capacity.
For a variable ticket, pick a variation with every attribute set. A variation with an “Any” attribute can’t be booked.
Clicking Create booking twice creates one order.

The order#

The order is Completed, with the payment title Paid in person or Complimentary. A private order note says who booked it, the tickets and seats, and the payment. Store admin emails, such as New order, follow their own settings in WooCommerce > Settings > Emails.

To cancel a booking, refund or cancel the order in WooCommerce. The tickets are cancelled and the places and seats are freed. A seat you had blocked before booking it goes back to blocked.

Not included#

Bookings that wait for payment. Take the payment first, then book as Paid.
Changing the quantity of a booking. Make a second booking.
Importing bookings in bulk.

Attendees list#

Go to Events > Attendees. The table shows 20 attendees per page.

Column	Description
Name	Attendee name, links to the record
Email	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 a single date from the All Events dropdown, or choose “Event title: all dates” to see every date of a recurring event at once.

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.

Check-in Choose Checked in or Not checked in from the Any check-in dropdown.

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: emails this attendee their own ticket, at the attendee’s email address. To send the buyer the whole order again, use the Order actions box on the order
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.

Edit or move an attendee#

Open the attendee from Events > Attendees.

Edit details#

In Edit details, change the first name, last name, email, or phone. Answers the attendee already has to ticket fields can be changed too.
Tick Email the updated ticket to send the ticket to the email in the form.
Click Save details.

A private note on the order lists each change and who made it. A checked-in attendee can still be edited, and the check-in stays. A cancelled ticket can be edited but not emailed. Reactivate it first to send it.

Change date or seat#

In Change date or seat, choose the Date and click Choose. For a single event, the seating chart shows right away.
If the venue has a seating chart, pick one seat on that date.
If the date is full, tick Move even if the date is full to move the attendee anyway.
Untick Email the attendee their updated ticket if you don’t want to send the new ticket.
Click Move attendee.

The ticket code stays the same, so the ticket the attendee already has works for the new date or seat. Check-in on the old date refuses it. The new seat is taken before the old one is freed, so the attendee is never left without a seat. The old date’s place and seat are freed, and anyone on the old date’s waitlist hears about it. A private order note records the move.

Limits:

A ticket moves only to another date of the same recurring event, or to another seat. To move someone to a different event or ticket type, refund the ticket and make a new booking.
Checked-in and cancelled tickets can’t be moved. Neither can tickets on an order that isn’t Processing or Completed.
If one order line has several tickets and you move one of them, the order line still shows the original date. The moved ticket, its PDF, My Account, and check-in show the new date. The order’s Event Ticket Details box shows the new date under that attendee’s name.

Edit attendee details page#

Buyers can fix a mistake in an attendee’s name, email, or Attendee fields answers without contacting you.

Where buyers find it#

My Account > Orders: an Edit attendee details button on any order with an editable attendee
My Account > My Tickets: the same button on each editable ticket
The buyer’s own ticket email: an Edit attendee details link

Only the buyer’s own ticket email carries the link. Copies of the email sent to other attendees do not, so one attendee can’t change another attendee’s details.

Who can open it#

Guests open the page from the email link, no account needed. Account holders can use the email link too, or log in and reach the page from My Account.

When it locks#

An attendee’s details lock, and the page shows them as read-only, once:

The event has started
The attendee has been checked in
The order is cancelled or refunded

An admin can still edit a locked attendee from Events > Attendees, using Edit or move an attendee above.

What happens when a buyer saves#

A private order note records the change and who made it. The emwc_attendee_updated action fires the same way it does for an admin edit, so integrations such as webhooks see both.

Attendee statuses#

Status	Description
Active	Valid ticket, can be checked in
Cancelled	Order cancelled, refunded or trashed, 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, refunded, or moved to the trash. 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#

Go to Events > Attendees
Set the Event, Status, Check-in, and search filters you want
Click Export CSV

The export follows whatever the filters on the screen are set to, and it is not limited to the 20 attendees shown on the current page. It always includes every matching attendee, across every page.

Filename#

One date: the date’s slug plus the export day, for example attendees-weekly-jazz-night-2026-09-26.csv
A series (all dates): the series’ slug plus -all-dates, for example attendees-weekly-jazz-night-all-dates-2026-09-26.csv
No event filter: attendees-all-events-2026-09-26.csv

CSV columns#

The export always includes these standard columns, in this order:

Attendee ID, Ticket Code, First Name, Last Name, Email, Phone, Ticket Status, Event, Event ID, Series, Event Date, Event Time Zone, Seat, Ticket Type, Ticket Product ID, Price Paid, Currency, Order Number, Order Status, Order Date, Buyer Name, Buyer Email, Checked In, Check-in Time, Booking Source, Registered.

Event Time Zone shows a named zone as it is, for example America/New_York, and a fixed-offset zone as UTC+06:00.

Custom attendee field columns#

Each custom field you add in a ticket’s Attendee fields table gets its own column, named after the field’s label, after the standard columns.

A ticket product and its variations can use different labels for the same field key. When that happens, the export adds one column per label, so no answer is lost. Two products that key the same field company but label it “Company” and “Organisation” export as two columns: Company and Organisation.
Renaming a field keeps the attendee’s existing answers under the field’s current label; past answers are not lost.
Removing a field from a product does not remove it from the export. Attendees who already answered it still export that answer, in a column named from the label they were shown at the time.

Formula protection#

Some spreadsheet apps run a cell that starts with =, +, -, @, a tab, or a carriage return as a formula. The export puts a leading ' in front of any such cell, so it opens as plain text instead of running. The one exception is a cell that is only a phone number, such as +1 555 0100. Digits after a leading + can’t run anything, so those are left alone.

Opening in Excel#

The file starts with a UTF-8 byte order mark (BOM), so Excel reads names, event titles, and other non-English text correctly instead of showing garbled characters.

For developer filters that change what the export includes, see Developer guide.

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, refunded, or trashed: status changes to Cancelled, the seat is freed, and single-event stock is returned
Order restored from the trash: tickets come back as Active when their seat is still free

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.