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

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.

Export as Excel

In the attendance list as Excel, additional information on check-in is exported. The payment column is helpful to recognise whether an order is a reservation and therefore the money must be collected on the day of the event.

Summary of ticket types

A summary of the ticket types is displayed in both the PDF and CSV versions of the participant list.

In addition to the number of tickets, the setting Number of persons per ticket is also taken into account. As soon as one of the issued tickets does not contain the default value 1, the number of persons is added to the summary of the attendee list: 

If a ticket includes more than one person, the actual number of people is added in brackets. If a ticket comprises zero persons, no information is added. The total is calculated accordingly from the sum of the tickets multiplied by the number of persons per ticket. Tickets with the setting zero are not included in the total. 

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 from the past 10 and upcoming 20 days 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.

If the desired time is not listed in the dropdown, you can also select a time slot manually. This option is found at the very bottom of the dropdown.

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 for your events, you can define whether a list of participants should be sent automatically by email before the event. Activate the option and define the time and date of the automatic dispatch, the recipient address, the file format of the list of participants (PDF or Excel), and sorting.

The attendance list is automatically created and sent at the defined time. If you define a date that should already be in the past, it will be sent at the next possible time.