What is it?
The registrant list is a powerful tool that admins can use to help manage any event that uses a registration form in MemberClicks. It enables admins to view a specific event's registrants and record the status of those registrants. The admin can then quickly search, sort, export and contact registrants that match these statuses. Registrants and Guests display on the Registrant List, along with a column designating who each individual was Registered By.
There are four registrant statuses. Before and during registration, admins can mark registrants as “Registered” (meaning they've submitted the event form) or “Cancelled.” After the event, registrants can be marked as “Attended” or “No Show” to provide a clearer picture of who actually attended the event vs. who originally signed up.
Admins can use these statuses to quickly find registrants, export their data and contact them. In this way, the registrant list can be used as a handy tool both for marketing the event and for tracking attendance. For instance, if an admin wants to send a reminder email to everyone who has registered, they can do so in a few clicks. We recommend using the Registrant List at your event - whether you access it online via your MemberClicks product, or export and print a version for use at the registration table.
In the article below, we'll walk you through using the registrant list to mark registrants as “Cancelled,” “Attended,” or “No Show,” and show you how to export and contact registrants.
How to Access
Navigate to Forms > Form List and click on Registrant List next to an event form.
Using the Registrant List
From the Registrant List, you can specify each registrant's status. Each registrant will have the status "Registered" by default, meaning that they've submitted that specific event form.
Before the event, you can view the registrant list and mark any necessary Cancellations. To mark a member as canceled, click "Edit" under the Actions column on the right. You can also mark individuals as No Show one by one by using the drop-down next to their name on the registrant list, and selecting No Show.
Within the edit-mode of the Submission, you'll be able to select "Cancel Registration".
Cancelling a registration prompts a Submission Price Changes pop-up, where you can handle any potential refunds or surcharges for cancelling.
Prior to the event, you can navigate to the registrant list, filter by Registered, and export those profiles to use as a checklist of registrants at the event. To export a list of registrants, navigate to the Registrant List and click on the Registered button to filter the list down. The export file will include a column for Amount Paid and Balance due, which can be used at the event to confirm whether a registrant is paid up, or still owes a balance.
Once you're viewing Registered profiles only, click on the Tag All Users button in the top left, and choose to "Tag all on all pages."
Finally, click on the Actions dropdown and choose to "Export Tagged Registrants."
Enter an Export Name (Ex. 2015 Conference Registrants) and select the fields you want to export, then click Export.
Retrieve the exported file under Reporting > Exports.
You can also contact registrants right from the Registrant List to update them about the event or send a reminder message. To contact registrants, navigate to the Registrant List and choose the profiles you want to contact. You could filter for those Registered, as shown above, or select specific registrants.
With the desired registrants tagged, click on the Actions dropdown and choose to "Contact Tagged Registrants."
Confirm that you want to contact the tagged registrants.
From there, you'll be taken to the Contact Center to create your message or use a Saved Message. This article will walk you through using the Contact Center.
Marking Attended/No Show
After the event is finished, you can use the exported Registrant List or name badges that weren't picked up to mark registrants as Attended or No Show. Navigate back to the Registrant List to start.
Start by marking your No Shows since there should be fewer of those. You can tag those individuals in the list by checking the box to the left of their name, and with all no shows selected, click the Actions dropdown and select "Set Tagged as No Show".
Confirm that you want to set the tagged registrants to No Show.
With No Shows and Cancellations marked, filtering by Registered should show you a list of the events actual Attendees. From the Registrant List, click on Registered to filter.
Use the Tag All Users button and choose to "Tag all on all pages."
With all registrants tagged, click on the Actions dropdown and select "Set Tagged as Attended."
Confirm that you want to set those tagged to attended.
Here's a short video of moving through the Registrant List and changing registrants statuses.