Event Attendance Grid
Event Attendance OverviewThe Event Attendance grid allows you to see the details of the attendees for a specific event. You can view and update attendee information and check attendees in and out for the event. With the Actions menu you can also export data, send emails and texts, print badges and name…Can I save the view for the Event Attendance grid?The Event Attendance grid works slightly differently than some of the other grids in the software as there is no option to save views for this grid, however, you can customize your view for each event. The views are user-specific, so each user can customize their own view for ea…Can I check in each individual ticket?Yes, on the Event Attendance grid (Workspace Events Event Attendance) you are able to both Check In and Check Out each individual attendee. On the grid, locate the "In" and "Out" columns. Find the desired Attendee and check the box on their row under the "In" column. This will t…Is there a mobile Event Attendance App?Yes, we offer an Event Attendance app on the Apple App Store. Search for "AssociationSphere" in the App Store. This app will allow you to check-in people for your event either by scanning the QR code on the ticket or by manually checking them in.Can I change an attendee name or the name on a ticket?Yes, you can change the attendees for an event. Go to the Event Attendance Grid in the Events Module. Select the appropriate event from the drop down box at the top of the page. Click on the Edit Icon on the left side of the row for the person being changed. The new dialog box w…What if the ticket purchaser doesn’t know the names of all their guests when they buy the tickets?The software will use the purchaser’s name as a placeholder so you will see the purchaser’s name listed in both the Last Name/Constituent column and the actual attendee columns on the Event Attendance grid. You can update the information at a later time using the edit icon to th…Where do I find the guest’s table number or group assignment?From the Event Attendance grid, if you used the Table Assignments feature, the table number is shown under the Table Name column. If you used the Event Assignments feature, the Group Name and Group Number will be shown under those columns.Can I add a guest directly to the Event Attendance grid?No, attendees either need to purchase a ticket level (not an add-on) or be a guest of someone who did purchase tickets. You can sell tickets using the mobile app or you can manually enter a new attendee using the event page URL. If they are a guest of someone who did purchase ti…Can guests (attendees) be merged/linked?1. Guests can be linked by creating a relationship from the constituent’s record, but it does not affect check-in, checkout, or attendance. 2. Two constituents can also be merged if necessary, but it is unlikely that this would be required during an event. 3. Merging constituent…How should spouses be listed as attendees – each with their own record or together in one record?1. This is a decision your organization needs to make about how you intend to manage couples and spouses. 2. You can have both people share one constituent record if they interact with your organization together and there is no need to track their time, donations, purchases, or…Does the information collected in the Attendee Info tab populate into the constituent’s profile record?Only the name and email address are saved in a new constituent’s record. Other answers or information collected associated with the event is only saved in the Event Attendance Grid, not the attendee’s constituent record.Do guests (attendees) get counted as constituents?Yes, each guest (actual attendee) name either links to an existing constituent record or creates a new constituent record and counts in your total number of constituents.How can I see sensitive information submitted for event attendees?Event Attendee questions marked sensitive will display as “Sensitive Information” in the Event and Event Attendance Grids. Admin level users can export the Event Attendance grid to Excel, they will be able to see the real answers provided by the Attendee, Volunteer, or Event Reg…What P2P data fields are available on the Event Attendance grid?The following fields from the Peer-to-Peer main grid are available on Event Attendance grid for events that are linked to a Peer-to-Peer campaign on the Event Settings Page. Attendees with a participant only or dependant participant only role will not have any data in these fiel…Why do event attendees become constituents in the database?If event attendees are added during registration using the Attendee Info questions, the software will attempt to match them to existing constituents. If existing constituent records are not found in the database, new constituent records will be created. This allows you to commun…