Manage Event Participants: Real-Time Control & Check-In

overview our participant management dashboard gives you complete real time control over your event attendees across both web and mobile platforms easily check in participants, process refunds, and update purchase orders—all while monitoring your event metrics in one centralized location the problem we solved event hosts were juggling multiple systems to track participants, manually checking people in at the door, and struggling to handle last minute changes or refund requests this created long lines, frustrated attendees, and administrative headaches that took away from focusing on delivering great events our solution the participant management dashboard centralizes all participant data with instant sync between web and mobile, enabling seamless check ins even when participants forget their qr codes, immediate refund processing, and real time event insights—all from one intuitive interface how it works for event hosts (web dashboard) navigate to your dashboard and select your event from the events tab view your complete participant list with real time status updates use the search bar to quickly find participants by name or email address click on any participant to access their edit , check in , or refund purchase options process actions instantly with automatic confirmation emails sent to participants for event hosts (mobile app) open the sweatpals app and tap your event from the events tab access your participant list with full search and filter capabilities tap any participant name to view their details and available actions use quick action buttons for edit , check in , or refund purchase handle door check ins effortlessly, even without qr codes key dashboard metrics your participant management dashboard displays critical event metrics in real time metric description why it matters total registered all confirmed participants track registration momentum checked in participants who've arrived monitor actual attendance pending check in registered but not yet arrived anticipate remaining arrivals refund requests recent cancellation activity manage capacity and revenue no shows registered but didn't attend identify patterns for future events best practices 💡 pro tip use mobile for door management keep the mobile app ready at your event entrance for instant check ins when participants forget their qr codes prepare before your event download the mobile app and test check in functionality 24 hours before your event create a backup participant list in case of connectivity issues assign a dedicated team member to manage the door if expecting 50+ participants optimize check in flow position yourself near the entrance with clear signage directing participants to check in have participants ready with their qr codes or tell them their registered name/email use the search function for quick lookups rather than scrolling through the full list handle refunds professionally process refund requests within 24 hours when possible to maintain positive relationships use the built in messaging to explain your refund policy clearly consider offering event credits instead of cash refunds for last minute cancellations monitor real time data check your dashboard 2 hours before event start to anticipate attendance use no show data to identify your typical attendance rate for future planning track check in patterns to optimize future event start times manage capacity effectively set up waitlists when you're near capacity rather than turning people away use the edit function to upgrade participants or adjust their registration details monitor refund activity to identify spots for waitlisted participants maintain data quality regularly update participant information when they contact you directly use consistent naming conventions if manually adding participants keep notes in participant profiles for special accommodations or preferences troubleshooting problem likely cause quick fix participant not showing in search name/email mismatch or recent registration try searching partial name or check recent registrations tab check in button not working poor internet connection switch to mobile data or restart app refund option grayed out payment already processed or policy restriction check payment status in purchase details dashboard showing old data cache needs refresh pull down to refresh on mobile or hard refresh browser can't find specific event event archived or not published check all events filter or contact support frequently asked questions q can i check someone in without them being physically present? a yes, you can manually check in any registered participant however, we recommend only doing this when participants confirm their attendance directly with you q what happens when i process a refund? a the participant receives an immediate email confirmation, their spot opens for new registrations, and the refund processes within 3 5 business days to their original payment method q can i add participants manually who didn't register online? a currently, participants must register through your event link you can share your registration link directly with them or help them register on site using their phone you can also empoy our "add attendee" feature, keep in mind that this feature skips payments q how do i handle participants who want to change their registration details? a use the edit function to update names, emails, or special requirements for payment changes, they'll need to cancel and re register q what if someone shows up who isn't on my list? a check for similar names or alternate email addresses first if they're not registered, direct them to register on site or contact sweatpals support for event day assistance q do cancelled or refunded tickets release free spots for others to join? a yes, canceleld or refunded tickets will release their spots free for others to join if there are users in the waitlist, they'll be notified that the event has available spots q can multiple people manage participants for the same event? a yes, all event hosts and co hosts can access participant management changes sync instantly across all devices and users need more help? having trouble with participant management? our support team is here to help! contact support help\@sweatpals com