👥 2.2 Event Registration & Attendees

Monitor sign‑ups, manage attendance, and communicate with guests

Overview

Manage the full attendee journey for your experiences, from registration through check-in and post-booking policies.

This guide covers how to:

Review and export registrations

Communicate with attendees

Check attendees in

Add attendees manually

Manage dependent check-ins

Configure refund & cancellation policies

Review no-show & late cancellation fees

Collect additional information through custom questionnaires

Viewing & Managing Signups

Select the Experiences tab

Select the specific experience

For each registration, you can:

Refund and/or cancel a booking

Purchase an add-on

Resend the booking confirmation email

View & download intake form

View member's profile (See: 👥 5.3 Managing Active Members)

Download invoice

Transfer booking to a future/different experience

Transfer booking to someone else

Please note: If you would like to download a CSV of all registrations for a specific experience, you can select the download icon.

Transfer/Change Someone's Booking

If an attendee asks to move their booking to a different date or time, you can move it for them.

Please note: Moving attendees is only available from your community profile. If you're signed in to a network profile, switch to the community that hosts the experience first. (See: 🔄 1.3 Switching Between Profiles)

To move one attendee:

Visit dashboard.sweatpals.com

Select the Experiences tab

Select the experience the attendee is currently booked for

In the RSVPs tab, find the attendee and select the ••• menu

Select Move to...

Search for or select the experience you're moving them to, then click Continue

Review the summary: where they're moving from and to, how many orders and tickets are moving, and which ticket tier they'll get in the new experience

(Optional) Check Charge a reschedule fee and enter the fee amount

Click Move attendees

To move several attendees at once, open the experience, select the ••• menu at the top of the page and choose Move attendees.

The move runs in the background, so you can close the panel and check back later. Attendees get an email with their new tickets.

Reschedule fee: The fee is charged to the attendee's card on file. If the attendee doesn't have a card on file, they're moved without a fee.

Please note: Check-in status doesn't carry over. If the attendee was already checked in, check them in again on the new experience.

Communication Tools

To communicate with members who have signed up for your experience:

Automated Campaigns: For a specific experience, you can set up emails that attendees receive automatically upon registering for the experience, 24-hours prior to experience, and more. (See: ✉️ 7.1 Email & SMS Campaigns)

Manual Campaigns: For a specific experience, you can set up email or SMS campaigns that attendees receive at any time. (See: ✉️ 7.1 Email & SMS Campaigns)

Experience Chats: For a specific experience, toggle on +Chat to enable a group chat for attendees of that experience. (See: 💬 8.4 Group Chats & Social Feed)

Facilitating Check-In

Check-In Options

Entry Point	Method(s)	Great For
App	Manual Search QR Code	Event organizers
Web	Manual Search QR Code (w/ scanner integration)	Gyms & studios

QR Code & Manual Check-In via App

Select the Schedule tab

Find the experience

Tap Check-in

Select the Scan QR code button (or alternatively, enter ID manually or search a member by name)

With each scan, you will see their waiver status & intake answers -> they will then move to the Checked-in tab

Manual Check-In via Browser

Visit dashboard.sweatpals.com

Select the Experiences tab

Find & select the experience

From here, you can either:

Within Check-in tab -> Search for a member -> Click the checkmark by their name to confirm check-in

Within RSVPs tab -> Search for & select a member's row -> Select the ••• menu -> Confirm check-in

Please note: If you are a gym or studio, we have a specific Check-in function that can be enabled for an easier check-in flow for your front desk. (See: 🎫 6.8 Check-In on Web)

Dependent Check-In

When Dependent Check-In is enabled for an experience, guardians can register themselves along with one or more dependents - all without requiring a separate Sweatpals account or phone number.

Each dependent uses their own booking, credit, and available spot, while all bookings and waivers remain linked to the guardian’s account.

Please note: On the attendee roster, dependents appear as [Guardian’s Name] (Dependent) and can be checked in using the standard check-in flow.

To check-in a dependent:

Open the Check-in tab

Search for the guardian or attendee

Click the ••• menu next to their name

Select Check in dependent

Choose the visit type: Facility or Experience

If selecting an experience, choose the correct experience & tier

Select the payment method (existing plan, existing ticket, new plan, custom charge or no charge)

Review the details and click Confirm check-in.

Once completed, the dependent will appear under the guardian on the check-in roster. Each dependent check-in uses one ticket, booking, or available spot

Friendly reminder: This feature is intended for guardian-and-minor registrations. Adult attendees must still use their own Sweatpals account and phone number.

Please note: The Dependent Check-In feature is currently available for select communities. To request for this feature to be enabled on your account, please email [email protected].

Adding Attendees to an Experience

To add an attendee to an experience:

Visit dashboard.sweatpals.com

Select the Experiences tab

Find & select the experience

Click Add Attendee

Search through existing members or add their information manually

Select a payment method (no charge, full payment, or open point-of-sale)

Once added manually, attendee will receive an email to accept the booking, upon which they will complete their intake and waiver (if enabled).

Please note: Upgrading or switching a booking as an admin is possible, however, it won't charge them the difference if there is one.

Alternatively, attendees can upgrade their bookings on their own and will be charged the difference between bookings. (See: 📅 2.3 Managing Bookings)

Setting Experience Policies

Refund & Cancellation Policy

Set rules for refunds, late cancellations, no-shows, and rescheduling. Policies can be configured at either the community level or for an individual experience.

Please note: Adjusting these policy settings are currently only available via web browser.

Policy settings you can customize

Policy Setting	What it does
Refund Policy	When enabled, attendees can receive a full refund unless a late cancellation fee applies. When disabled, cancellations are non-refundable.
Late Cancellation Fee	Set a cutoff window for cancellations. If an attendee cancels within this window, they can be charged a fee set as either a dollar amount ($) or percentage (%).
No-Show Fee	Set a Mark as no-show window after the experience begins. Attendees who have not checked in within this period can be marked as a no-show and charged a fee set as either a dollar amount ($) or percentage (%).
Allow Rescheduling	Allow attendees to move their booking to another upcoming listing. You can optionally charge a rescheduling fee. If the new booking costs more than the original, the attendee will also pay the price difference.
Enforcement	Choose whether applicable fees are processed Automatically or require Manual Review.

Community-Level Policy

Use this option to set the default Refund & Cancellation Policy for each experience type in your community.

Visit dashboard.sweatpals.com

Select the Settings tab

Navigate to Policies

Open Refund & Cancellation Policy

Select the experience type you want to configure

Customize your policy as you wish

Click Save

Experience-Level Policy

You can also customize the Refund & Cancellation Policy for an individual experience.

Visit dashboard.sweatpals.com

Select the Experiences tab

Create a new experience or edit an existing one

Select +Refund & Cancellation Policy

Customize the Refund Policy, Late Cancellation Fee, No-Show Fee, Allow Rescheduling, and Enforcement settings as you wish

Click Save & Publish

Note: By default, all plan holders will be exempt from fees. If you'd instead like your active plan holders to follow a different fee structure, just simply click the current policy to edit it.

No-Show & Late Cancellation Policy

Setting up no-show and late cancel policies can help encourage your desired member behavior:

Late cancellation fees appear for review shortly after the attendee cancels within the late cancellation window you set up (e.g. 1 hour).

No-show fees appear for review shortly after the member is not checked in within the no-show window you set up (e.g. 15 minutes). It may take up to 20 minutes to appear following the no-show window.

To review pending fees (whether automatic or manual):

Visit dashboard.sweatpals.com

Select the Experiences tab

Find & select the experience

Toggle into the Late Cancels/No-Shows tab

Review the Completed or Queued fees

Please note: All fees with a Queued status are scheduled to occur, but have not been completed yet. All automatic fee applications will sit in a Queued status up to 1 hour post-experience to give you flexibility to prevent charges.

Confirm or waive the charges as you see fit

Please note: Hosts currently need to review all pending fees within each individual experience.

Custom Questionnaires

Collect additional attendee information or intake during checkout:

While creating or editing an experience, toggle on +Questionnaire

Choose a question type (Short Answer, Single Choice, Single Checkbox, Multiple Choice, Dropdown Menu, Date & Time)

Set each Question as Required or Optional

Click Advanced settings to assign questions to specific tiers

Click Save

All responses will appear under the RSVPs tab and in exported reports.

🧾 Use this feature to collect health details or confirm liability agreements.