Managing attendance

The Manage attendance function lets you easily see who has signed up for an event and adjust participants' status. This is useful for tracking turnout and managing guests and participants.

Step 1: Go to Events

1. Log in to your 4planning environment.
2. Click Communication in the menu.
3. Then click Events.

Step 2: Open the event

1. Find the event whose attendance you want to manage in the overview.
2. Click the event to open its detail page.

Step 3: Go to the registrations overview

Scroll down on this screen. Here you see, among other things:

• The participants who have signed up or cancelled.
• Any guests.

You can easily check who is attending, who is not, and who still has to respond.

Removing attendance

For each participant you can remove their attendance by clicking the cross to the right of their name (visible when you hover over that user). This is handy when participants have cancelled in person or through another channel.

Saving changes

Changes are saved automatically.

Exporting the attendance of a single event

You can export attendance to Excel to keep an easy overview. Click the download button on the right next to all attendees, partners or guests. You can export non-attendance the same way.

Exporting all upcoming events at once

If you would rather not click through event by event, you can pull everything that is still to come into one file.

1. In the menu, go to Communication and click Events.
2. Click Manage events in the top right.
3. Click Export in the top right and pick a format under Attendance for everything still to come:
   • Attendance — one tab per event: every event gets its own worksheet with the name, email address and status of each invitee.
   • Attendance — one table, members × events: a single worksheet with members as rows and events as columns.

The export contains every event with a start date in the future. Drafts, cancelled and past events are left out. An empty cell in the cross table means that person was not invited to that event — which is something other than "has not responded".

Exporting as a group administrator

If you manage a group, you may create this export too, but strictly within your own circle:

• You only get the events you created yourself or that have a group you manage attached to them.
• Within those, you only get the members of the groups you manage.
• Organisation-wide events without a linked group are therefore left out. That is deliberate; a short or even empty export does not mean something is broken.
• The name of your group(s) appears in the file name and above every tab, so two exports cannot get mixed up.

Don't see the Manage events button? Then you do not manage a group and you are not an administrator of the environment either.

What you see about someone

A member can hide their attendance (My account, under their attendance). Such a person does appear in the list, but with Hidden instead of their answer — the setting is about your answer, not about your name. That is why every tab shows "of which hidden": that number overlaps with the counts above it.

• As an administrator of the environment you see the answers of everyone who has not fully hidden their attendance.
• As a group administrator you always see your own group members; outside of those, only members who keep their attendance public.
• A group administrator only gets email addresses of their own group members.

Tips for effective use

• Use this before the event to have an up-to-date overview.
• Check attendance on the day itself.
• Use the data afterwards for evaluation or reporting.

Good to know

• Changes immediately affect the participants overview.
• This information can be used for communication or follow-up.

Frequently asked questions

• My export is empty, now what? Then nothing is scheduled in the future any more, or you are a group administrator and no upcoming event is linked to a group you manage. Drafts and past events never appear in this export.
• Why does it say "Hidden" next to someone? That member has hidden their attendance in My account. The name stays, the answer does not.
• Why are some of my members missing? As a group administrator you only get the members of the groups you manage, even for an event you created yourself.
• Where did the export button go? It used to be on the events page and now sits under Manage events — exporting is administrator's work.