Managing Attendees
The attendees page in Hi.Events shows everyone who holds a ticket to your event, whichever order they came from, and lets you edit, filter, add, and export them.
How to Get There
- Open your event
- Click Attendees in the left sidebar (under Guest Management)
What You Can See
Each attendee row shows:
- Attendee Details — name, attendee ID and email, plus a note icon if they have notes
- Order & Ticket — the ticket type they hold, their seat and date if the event has them, and the order reference, which opens the original order
- Status — Active, Cancelled, or Awaiting Payment
- Check-In Status — whether they have been checked in. This column only appears once the event has a check-in list
Attendee Actions
Open the ⋮ menu on any attendee row:
- Manage attendee — view their full details, including answers to any registration questions. From here you can also Edit their details (see below)
- Message attendee — send this attendee a message (attendees with an email address only)
- Resend ticket email — re-send the ticket email (active attendees with an email address only). This sends just this attendee’s ticket, even if it first arrived in a combined email with other tickets
- Cancel ticket — voids their ticket, sets them to Cancelled, and returns the ticket (and their seat, if they had one) to the available pool. It doesn’t refund anything: refunds are done on the order
Team members with the Viewer role can open Manage attendee and export the list, but can’t edit, message, resend tickets to, cancel or add attendees (see Managing Your Team).
Cancelling does not delete the attendee record, and it can be undone. For a cancelled attendee the last menu item becomes Activate, which restores them to Active. On a seated event this fails if their seat has since gone to someone else. Activate is for tickets you cancelled one at a time: if the whole order was cancelled, add the person again instead, because attendees on a cancelled order can’t be checked in.
What you can edit
The edit form covers:
- First name and Last name
- Email address
- Product — the ticket type they hold. Use this to move an attendee onto a different ticket type (or a different tier, for tiered tickets)
- Notes — internal notes, not visible to the attendee
How ticket emails arrive
When an order has several tickets for the same email address, Hi.Events sends that address one email with all of their tickets and a View Ticket button for each. If you collect attendee details per order, that means the buyer gets every ticket in one email. A custom Attendee Ticket template sends one email per ticket instead. See Email Templates.
Adding Attendees Manually
Need to add someone who did not go through the normal checkout? Click Create to open the Manually Add Attendee form — useful for guest lists, comps, or walk-ins.
The form collects:
- First name, Last name and Email address
- Language — the language the attendee receives emails in
- Ticket — the ticket type (and tier, if applicable)
- Occurrence — which date, for recurring events
- Seat — on events with a seat map
- Amount paid — excluding taxes and fees. It starts at the ticket’s price, and there’s an extra field for each tax or fee on the ticket
- Send order confirmation and ticket email — turn off to add someone silently
On a recurring event, if the selected date is already at capacity or marked sold out, an Add this attendee anyway (override capacity) option appears. Using it is recorded in the order’s audit log.
Filtering and Searching
Use the search bar to find attendees by name, email, attendee ID or seat. The Filter Attendees dialog offers:
- Ticket Type — including individual tiers for tiered tickets
- Attendee Status — Active, Cancelled, Awaiting Payment
There is also a sort selector, and an All Dates occurrence selector for recurring events.
Exporting
Click Export to download your attendee list as an Excel spreadsheet — useful for name badges, mailing lists, or external check-in tools. It includes check-ins, ticket, date, seat, notes and answers to your questions. On a recurring event it respects the selected date, but your search and filters aren’t applied.
Last updated