Registration Management
Manage your guest list efficiently—from processing registration requests to exporting attendee data for post-event follow-up.
Accessing Event Management
There are three ways to access your event’s management page:
Via Email Links
Use the links in emails sent when you created the event or were added as an organizer
From Event Page
Go to the main event page and click the “Manage” button in the toolbar
Direct URL
Add /manage to the end of your event’s URL
Only users who have been added as organizers to the event can access the management page.
Understanding the Management Dashboard
The dashboard shows real-time metrics at the top (total attendees, check-ins, pending requests) and a searchable guest list below with key details like name, status, company, and email.
Email Privacy: Attendees control whether to share contact information. If they opt-in (the default), you see their full email. If they opt-out, only the domain shows—helping you verify affiliation while respecting privacy.
Understanding Attendee Statuses
Each attendee will have one of these statuses:
- Pending: Requested to attend but not yet approved
- Rejected: Organizer did not approve attendance
- Attending: Approved and confirmed for the event
- Withdrew: Previously accepted but later decided they cannot attend
- Checked In: Physically present at the event
Managing Registration Requests
The primary task as an event organizer is reviewing and responding to registration requests efficiently and fairly.
Processing Individual Applications
Review Registration Details
- Navigate to the Guests tab in your event dashboard
- Review the list of attendees with “Pending” status
- Click on any attendee’s row to see their full profile
Make Approval Decisions
- Click the approve or reject button for each registration
- Consider the attendee’s background, role, and fit for your event
- Use consistent criteria across all applications
Bulk Processing for Efficiency
For more efficient processing:
- Click on status labels at the top of the guest table to filter by that status (e.g., only show “Pending” requests)
- Use the search bar to find specific attendees by name, company, or role
- Select multiple attendees using the checkboxes to the left of each row
- Use the bulk action buttons to approve or reject multiple people simultaneously
Pro tip: Process registrations continually (every few hours) rather than all at once to maintain good attendee experience and maximize attendance.
Understanding Rejection Behavior
How rejections work: When you reject an attendee, only organizers see the “Rejected” status. The attendee sees “Pending” unless you enable rejection emails in settings. This prevents spam bots from learning they were filtered and gives you control over who knows about capacity limits.
To reverse a rejection:
- Find the rejected attendee in your guest list
- Click the three-dot menu on their row
- Select “Move to Accepted”
- They’ll receive an approval notification email
Working with Attendee Profiles
To get more information about an attendee, click on their row in the guest table.
Detailed Profile Information
The expanded profile view shows:
- Bio and profile picture
- Tags and interests
- Social links
- Your previous history with that person
- Shared events and connections
- Previous events they have attended
This information helps you understand who they are and whether they’re a good fit for your event. Use this to make informed decisions about approvals, especially for events with limited capacity.
Using Search and Filters
As your attendee list grows, use these tools to manage it effectively:
- Search across all fields: Find attendees by any information in their profile
- Status filtering: Click status labels to show only attendees with that status
- Sort columns: Click column headers to sort the list (e.g., by registration date)
Exporting Attendee Data
Export your attendee data to use in other tools or for post-event analysis.
Downloading the Guest List
Access Export Function
Click the download button at the top of the guests table
Configure Export Format
A modal will open allowing you to format the CSV and configure column names to be compatible with your desired tools (by default, the format matches HubSpot’s upload template)
Download Your Data
Download the formatted CSV for use in your CRM or analysis tools
Using Attendee Data
Your exported data can provide valuable insights:
- Import into your CRM to track relationships
- Analyze attendance patterns across multiple events
- Identify which companies or roles engage most with your events
- Create targeted follow-up communications
For guidance on leveraging attendee insights, see our best practices guide.
Best Practices for Registration Management
- Process regularly: Review new registrations every few hours
- Use consistent criteria: Develop clear guidelines for approval decisions
- Review before the event: Check the full guest list a few days before your event
- Don’t miss requests: Filter by “Pending” status periodically to ensure no requests are overlooked
- Communicate changes: If you need to make adjustments, use the messaging system to keep attendees informed