👥 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 guests in, add attendees manually, manage dependent check ins, configure refund and cancellation policies, review no show and late cancellation fees, and collect additional information through custom questionnaires viewing registrations & managing attendees 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 automated emails sent upon registration, 24 hour reminders, and cancellations see more here https //help sweatpals com/71 email and sms campaigns#automated campaigns manual messages use the create announcement button for updates or instructions chat automated for hosts using mobile notifications see more here https //help sweatpals com/84 group chats and social feed 💬 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, guardians can register themselves along with one or more dependents each dependent uses their own ticket, class pack credit, and available spot, while all tickets and waivers remain linked to the guardian’s account on the attendee roster, dependents appear as \[guardian’s name] (dependent) and can be checked 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 or experience if selecting an experience, choose the correct experience and ticket tier select the payment method existing plan, existing ticket, new plan, custom charge ot 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 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 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 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 go to settings select policies open refund & cancellation policy select the experience type you want to configure customize your policy as needed click save experience level policy you can also customize the refund & cancellation policy for an individual experience go to experiences 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 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 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) 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 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 ( short answer , single choice , single checkbox , multiple choice , dropdown menu , date & time ) set each question as required or optional using the toggle click advanced settings to assign questions to specific ticket tiers 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