👥 2.2 Event Registration & Attendees

monitor sign‑ups, manage attendance, and communicate with guests viewing registrations go to dashboard → events, then select your event select the rsvp tab filter by ticket type , check in status , or registration date export attendee data ( csv ) for offline use or waiver management 💬 classes and retreats can be reviewed in this menu as well communication tools automatic emails sent upon registration, 24 hour reminders, and cancellations manual messages use the create announcement button for updates or instructions sms reminders automated for hosts using mobile notifications 💬 keeping attendees informed reduces no shows and refund requests check in options method platform description qr code mobile scan attendee’s confirmation qr to mark as checked in manual web / mobile toggle attendance status manually tap to pay + check in mobile sell last minute tickets and check in on site via stripe tap to pay qr code check in (mobile) 📱 the sweatpals mobile app is optimized for check in flows make sure bluetooth and camera permissions are enabled open event select scan qr code at the bottom scan the qr code with your phone (you can also manually enter the ticket id number placed before the qr code) once scanned, attendee will show under the event's checked in section (if necessary, here you can also uncheck an attendee who has been checked in already) you can also manually check in an attendee by searching for their name in the all section, and then tapping on check in, next to their name manual check in (web) go to dashboard → events & classes select the event under rsvps , select the attendee you wish to check in this will open the order details, click check in and confirm (note you can uncheck the participant later by repeating these steps) now the attendee will show as 'checked in' under the rspvs list adding attendees manually open event → attendees → add attendee enter name , email , and ticket type select "already registered" or "invite to sweatpals", add information requested click invite to finish and send confirmation email & ticket once added manually, attendee will receive an email to accept the invitation/ticket, they will have to fill out the information as if it were a purchased ticket (contact information, waiver and questionnaire) if requested please note upgrading an attendee ticket tier as an admin is possible, however, it won't charge them the difference if there is one versus, attendees can upgrade their ticket tiers on their own they will be charged the difference in fees dependent check in allow guardians to register and check in minors without requiring a separate sweatpals account or phone number how it works when dependent check in is enabled for an experience a guardian can register themselves and one or more dependents each dependent uses one ticket, class pack credit, and available spot tickets and waivers remain connected to the guardian’s account dependents appear on the roster as \[guardian’s name] (dependent) hosts can check them in using the standard check in flow checking in a dependent checking in a dependent open the check in tab from the host dashboard search for the guardian or attendee click the three dot menu next to their name select check in dependent choose the visit type facility experience if selecting an experience, choose the correct experience and ticket tier select the payment method existing plan existing ticket new plan custom charge 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 💡 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 only available for select communities to request for this feature to be enabled on your account, please contact sweatpals support no show and late cancellation policies set fees for members who cancel too close to an experience or do not attend how it works hosts can create separate fees for late cancellations when a member cancels after the specified cancellation window no shows when a member does not attend and is not checked in within the no show window specified the applicable policy is shown to the member during registration and cancellation setting up late cancel & no show fee policy to adjust these on a community level go to the settings tab select the policies tab click into refund & cancellation policy to edit select which type of experience you want to adjust the policy for you can adjust refund policy toggling this on will allow members to receive a full refund unless a late cancellation fee applies toggling this off will offer no refunds, regardless of if a fee applies or not late cancellation fee when toggled on , you'll set a cutoff window that defines how close to the experience start time a member can cancel without being charged the fee amount , either a dollar amount ($) or a percentage (%) no show fee when toggled on , you'll set a mark as no show window the number of minutes after the experience begins during which a member must check in to avoid being marked as a no show if they remain unchecked past this window, they'll be charged the fee amount , either a dollar amount ($) or a percentage (%) enforcement choose whether reviewing fees applied to members is automatic or subject to manual review allow rescheduling when toggled on , members will be allowed to re schedule their booking to an upcoming listing you can choose to charge a re schedule fee for the convenience if there is a change in price between the original and new booking, the member will also pay the difference 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 reviewing fees late cancellation fees appear for review shortly after the member 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) open the experience from your host dashboard go to the late cancels/no shows tab review the completed or queued fees 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 please note hosts currently need to review pending fees within each individual experience custom questionnaires collect additional attendee information during checkout go to event → edit event→ questionnaire and click add question choose a question type ( text , multiple choice , or checkbox ) add optional waiver agreement text click save all responses will appear under the attendees tab and in exported reports 🧾 use this feature to collect health details or confirm liability agreements