Check-in using attendance lists

In this article, you'll learn how you can use attendance lists in the e-guma Ticketing System to manage your events.

What are attendance lists?

Attendance lists contain all ticket orders for an event. You can create attendance lists for current and past events in your e-guma Ticketing System at any time.

Functionality

All ticket orders for an event or admissoins are listed with further details in an attendence list. In your e-guma ticket system, you can create attendance lists for current and past events at any time. The attendance lists can be used both for table planning in advance and for analysing events afterwards. It is the ideal check-in option if no internet connection is available at the entry control location.

The following details are shown in the attendance list if they are available for the respective ticket or order:

• Last name and first name (from the order address or the questions per ticket)
• Company (from the order address or the questions per ticket)
• Date of birth (from questions per ticket)
• Phone number (from the order address)
• Ticket type
• Order number
• Order date
• Seat label for events with seating plan
• Selected date for admissions with calendar
• Payment type and amount of the order (if needed also used voucher codes)
• Internal comment
• Customer comment
• Answers to questions per ticket
• Linked orders

The tickets are summarised per order in the list of participants. For events with a seating plan and events or admissions with questions, one entry per ticket is created in the list of participants. In this case, tickets from the same order are displayed with the same background colour when sorting by order date. 

Timeliness

The attendance list generated for a particular event is always up-to-date. This also means that you can see how many check-ins have already taken place. In addition, when a list is exported to PDF, an order is marked with a tick once all associated tickets have been checked in.

Exporting a attendance list

In the menu of the e-guma Ticketing System, go to Attendees  -> Attendance list.

Select an Event and the desired order for the list, and export the attendance list, either as a PDF or as an Excel file.

Export as PDF

The data contained in the PDF version of the attendance list depends on the configuration of your event or admission. If personalised data is available for each ticket, it will be displayed. If there is no personalised data per ticket, the data of the person who ordered the ticket will be used.

Participant list as Excel

The Excel participant list includes additional check-in information. The Payment method column is useful for identifying whether an order is a reservation and whether payment therefore needs to be collected on the day of the event.

When tickets are listed on one row per order, the list also includes the columns Discount, Total and Vouchers. The Discount and Vouchers columns remain empty if the order has no discount or voucher, respectively. The Payment method column shows the name of the payment method. The amount is displayed in brackets when two payment methods are involved, for example a card and a voucher, or when a refund is made to a different payment method.

For events with a seating plan and when questions are asked per ticket, each ticket appears on a separate row, and the payment method always includes the amount.

Summary of ticket types

Both the PDF and Excel versions of the participant list include a summary of ticket variants at the beginning.

In addition to the number of tickets, the Number of persons per ticket setting is also taken into account. If at least one ticket variant among the issued tickets has a value other than the default value of 1, the Number of persons is also included in the summary.

If a ticket covers more than one person, the actual number of persons is added in brackets, for example "Family (4 persons)". If a ticket covers zero persons, no additional information is displayed. The total number of persons is calculated by multiplying the number of tickets by the number of persons per ticket. Tickets with a value of zero are not included in the total.

In the PDF list, the summary is displayed as text, for example "3x Day ticket".

Summary in the Excel list

In the Excel list with one row per order, Quantity, Ticket variant, Unit price and Amount are displayed in separate columns. If a ticket variant was sold at two different prices, it appears twice. Below the variants, the sum is displayed as "Total tickets" or "Total persons". This is followed by Discount and Total in the Ticket variant column. Discount represents the sum of all discounts and is displayed as a negative amount. Total is the sum of the amounts minus the discounts.

Participant list for admissions with calendar function

You can export the participant list either for individual time slots (time) or for all ticket bookings (time span).

As soon as you select an admission with a calendar, all slots will be listed, if available. In parentheses, you can see whether tickets have already been issued for the respective slot. Select a slot to generate the corresponding participant list. You can search the list of slots.

If you would like to create a participant list across multiple slots or days, please select the desired time period in the corresponding tab.

In the participant list, participants are sorted by the start date. Within the same slot, sorting is done by last name.

Send attendance list automatically

In the advanced settings of your events and admissions with a calendar, you can define whether a participant list should be sent automatically by email before the start. Activate the option and specify the time and date of the automatic sending, the recipient address, the file format of the participant list (PDF or Excel). For admissions with a calendar, you also have the option to send the participant list only if there are participants. 

The participant list will be automatically created and sent at the defined time. If you specify a date that lies in the past, the list will be sent at the next possible time.

For an admission with time slots, all slots of a day will be combined into a single participant list. If no tickets have been issued for a day, an empty participant list will be sent.