What guests see when they register

This guide walks through registration from the guest’s side, so you know what your guests see and can answer their questions. Everything here appears in your event’s colours and fonts.

Guests can only reach an event once it’s live. Until then, its link shows Event not found. If you switch the website off after going live, the link shows This website is no longer available instead. See Publishing an event.

Registering

1. The event page

   Guests open your event page and select the registration button. Its wording depends on your page design; on a standard registration section it reads Register.

   Under the button, guests may see a note about tickets:

   • How many tickets are left, such as 12 tickets left, whenever your tickets have a limit.
   • Sold out or Sold out — join the waitlist, when every ticket is taken.
   • Registration closed or Registration closed — join the waitlist, after registration has closed.

2. The registration form, a page at a time

   A panel opens with the title Register. The pages are listed at the top, numbered, with the current one in bold. Guests select Continue to go to the next page and Back to return, or select an earlier page’s name to go straight to it. Each page only asks what earlier pages decide, so nothing appears before what it depends on.

   A page with nothing to choose or answer is skipped. On an event with one ticket and only a few questions, guests see just Your details and Review.

   If something on a page is missing, the form highlights it and shows Please complete the highlighted fields. before letting them continue.

3. Your details

   Guests give their name, email and the other ID questions on your registration form. If you allow plus-ones, a Bringing guests? section lets them select Add a guest and give each guest’s name and date of birth, or Remove one. See Plus-ones.

4. Ticket

   On a ticketed event, each ticket is a card with its name, description and anything about availability, such as how many are left. Guests select Select on the one they want, and the card shows Selected. Each of their guests chooses a ticket too.

   When there’s only one ticket a guest can have, they skip this page: it’s given to everyone in their group. See Only one ticket to choose.

5. Sessions and extras

   If your event has Optional sessions, each one is a card with its time, speaker, location and description. Guests select the ones they want, and choose separately for each of their guests. Included sessions aren’t listed: they’re on everyone’s agenda. Each person only sees the sessions their ticket allows. Sessions in a session group are shown together under the group’s name: guests choose one, and selecting another switches to it. A session with no places left is shown as Full, and one that has finished as Ended.

   If you offer extras, such as a t-shirt, the ones each person’s ticket or sessions allow are cards here too. For an extra people can have more than one of, they choose how many once it’s selected.

   Guests joining the waitlist skip this page: they choose sessions and extras once they have a place. See Sessions on waitlist events.

6. Questions

   The rest of your questions, including ones you only ask some people, such as a t-shirt size for people who add the t-shirt. You choose which page each question is on in the form builder. See Registration pages.

7. Review

   Guests check everything before they submit: each person’s answers, ticket, agenda (Included sessions and the Optional ones they chose) and extras. Change next to any line takes them back to that page.

   Guests select Confirm registration. The button reads Join the waitlist instead when they’ll go on the waitlist. Everything is free for now (payments are being rebuilt), so there’s nothing to pay.

8. Confirmation on screen

   The panel shows You’re registered!, with a note that their confirmation email is their ticket, with a QR code for each person to show at the entrance.

   Guests who joined the waitlist see You’re on the waitlist instead. See Using a waitlist.

Everyone in the group has their own ticket. See Tickets.

The confirmation email

If Send confirmation email is on, guests receive their confirmation as soon as they’re registered. The standard email includes:

• their registration details: a table for them and one for each of their guests, with each person’s ticket, check-in QR code, link to join online (on online and hybrid events), answers and sessions,
• their confirmation code, at the top of their table, which they need to sign in to Manage my registration,
• a Choose your sessions button, for people given a place from the waitlist,
• an Add it to your calendar link,
• a Manage my registration button.

A guest’s confirmation code never changes: every email they get shows the same one.

You can change the wording of this email; see the email composer.

Their ticket

The confirmation email is the guest’s ticket. There’s no separate ticket page and nothing to sign in to.

• At the entrance, each person shows their QR code from the email. Under each QR code is its check-in code, which your team can type in if the guest’s email app hides images.
• Plus-ones, including those under 18 or without an email of their own, have their QR codes in the confirmation sent to the person who registered them.
• Online-only events have no QR codes. Each person’s table has their Join online link instead. See The virtual venue.
• Reminders can carry the same QR codes, with the {{guest.qr_code}} merge tag. The standard reminder email includes it. See Merge tags.

People on the waitlist have no QR code until they’re given a place. Their confirmation email, sent then, has it.

Manage my registration

Guests can change their own registration on the Manage my registration page. They reach it from the button in their confirmation email, or the Already registered? link under the registration form.

Only the person who registered can sign in. They manage their plus-ones too, one person at a time.

Signing in

1. Enter their email address and code

   Guests enter the Email address they registered with and the Confirmation code from their confirmation email.

2. Select Sign in

   They stay signed in for up to an hour in that browser tab. Sign out at the bottom of the page ends it sooner.

If the email address and code don’t match, they see That email address and confirmation code do not match.

Resend my confirmation email

Guests who can’t find their code select Resend my confirmation email, enter their email address and select Send it. Their confirmation email is sent again straight away, with the same code. People on the waitlist, who have no confirmation yet, get a short email with their code instead.

For privacy, the page gives the same answer whether or not the email address is registered.

When the confirmation email is turned off

Guests only get their code in the confirmation email. If you turn off Send confirmation email, Manage my registration doesn’t offer sign-in. It says To change or cancel your registration, please contact the event team., and your team makes the change on the Guests tab.

Choosing who to manage

Once signed in, guests see their status, such as You’re registered., and until when they can make changes.

Someone who registered with guests sees Who do you want to manage?, listing themselves and each guest with their ticket. Selecting a person opens just their registration. ← Everyone goes back to the list. Someone who registered on their own goes straight to their own registration.

Under the list are:

• Add a guest, while they have fewer guests than you allow. See Adding a guest.
• Cancel… (or Cancel my registration for someone on their own). See Cancelling.

What guests can change

Each person’s registration has two parts:

Section	What they can do
Your details or Their details	Change their answers and select Save changes. For a guest: their name, date of birth, email and the questions asked of each guest. The email address of the person who registered identifies the registration, so it can’t be changed. Questions you only ask some people follow what each person holds: after a change, the questions for it appear or go, and answers to questions that no longer apply are removed the next time they save.
Ticket, sessions and extras	Choose a different ticket (when there’s more than one they can have), tick or untick sessions, and add, change the number of or give back extras. Then select Review the change.

Review the change lists what’s New and what they’re Giving up. Make this change makes it straight away: what they give up goes back on sale (a ticket given up can move someone off the waitlist), and what they take must have room. Back returns to their choices, and Undo puts them back as they were.

A new ticket takes off the sessions it doesn’t allow, and extras it no longer allows are left out.

After a change, the person who registered gets their updated confirmation email (and so does a guest with their own email address).

Tickets, sessions and extras can be changed until session changes close, which can be later than the change deadline. People on the waitlist choose them once they have a place. See Registration and change deadlines.

Adding a guest

Add a guest asks for the guest’s details and the questions asked of each guest. On ticketed events, it also asks for their ticket (unless there’s only one), sessions and extras. Add … adds them straight away, as long as there’s a ticket left for them. A group on the waitlist adds them to the waitlist too.

Cancelling

Cancel… asks Who do you want to cancel?. After choosing someone, the page asks them to confirm, with a final Yes, cancel button.

• A guest: only they’re cancelled. Their ticket, sessions and extras go back on sale.
• The person who registered: cancelling them cancels everyone in the group too, so they’re asked to choose:
  • Cancel everyone.
  • Hand the group to … and cancel only me, offered for each adult guest with their own email address. That guest takes over: they’re emailed their confirmation and sign in with their own code from then on, and their code becomes the group’s. Only the person who registered is cancelled, and they’re signed out.

Places given up can go to someone on the waitlist. See When guests cancel themselves.

After the change deadline, the page shows Changes closed on … and asks guests to contact you.

Unsubscribing

Every email you send has an Unsubscribe link at the bottom. It opens a page asking Unsubscribe?. When the guest selects Unsubscribe, they see You’re unsubscribed.

Unsubscribing stops all emails to that address about this event and future events from your organisation, including confirmation emails. The guest is marked Unsubscribed in your guest list.

While the event is a draft, unsubscribing only stops that test guest’s emails about the event: see What counts as test data.

Password-protected events

On a password-protected event, guests first see the event’s name and date, and This event is private. Enter the password from your invitation. They type the password and select Continue. A wrong password shows That password is not correct.

After that, registration works as above.

Guests who open the event through their personal invitation link (below) skip the password: the page opens straight away, and they can register without it.

Invitations and personal links

When you invite guests by email, the invitation’s RSVP button is a personal link. It opens the event page with a bar at the top: Hi and their name, you’re invited., with Accept and Decline buttons.

• Accept opens the registration form with their name and email address already filled in.
• On ticketed events they also see any tickets you’ve limited to their list. See Tickets for invite lists.
• Decline records that they’re not coming. They see Thanks for letting us know. You can still change your mind below., and can still register from the page.

Guests who are already registered see You’re registered and a reminder that their confirmation email is their ticket in the bar instead.

On an invite-only event, or with Only allow guests on the uploaded list turned on, only people on your guest list can register. Anyone else sees Registration is limited to invited guests. Use the email address your invitation was sent to.

Guests who forward their invitation

A personal link belongs to one guest. Anyone who registers through it is registered as that guest, so ask guests not to forward their invitation.