Managing Attendees

Your guest list is a working surface, not just a count. This guide covers finding people fast, adding walk-ins and VIPs by hand, importing and exporting, and the day-two move most hosts skip: turning attendees into contacts you can reach again.

What You Will Learn

• Read and filter the attendee list
• Add attendees manually, issue tickets, and correct ticket holders
• Import from a spreadsheet and export your list
• Organize with categories and tags
• Keep attendees in your audience after the event

Where It Lives

Open your event, go to the Manage tab, and click Manage Attendees. Categories and tags have their own Categories & Tags card on the same tab.

Reading the List

Each row shows the attendee's name and check-in code, email, ticket, category, table/seat (if your event uses seating), payment status, tags, and attendance - with a Check In button right on the row (and an undo if you tap the wrong person).

Filters cover ticket type, category, attendance, payment status (All ticket holders, Paid, Free, Checkout not finished, Payment failed), check-in status, and verification status. Search matches name or email and needs at least 4 characters.

Select multiple attendees to Send Email to just that set.

Adding Someone by Hand

Click Add attendee. Name and email are required; you can also set their phone, ticket, and category, and choose Send them the ticket now so their QR code goes out immediately.

Two options worth knowing:

• They paid me directly - records an off-platform payment (amount, currency, note) so your list reflects reality. That money never touches your Trankets balance and cannot be refunded through Trankets - it is a record, not a transaction.
• Manually added attendees show as Issued by you - they never inflate your revenue numbers.

From any attendee's row menu you can also Send ticket, Give a ticket (issue a specific ticket type - it comes out of that ticket's stock), or Correct ticket holder on a paid ticket - moving it to a new name and email, with the option to send the ticket to the new address. That last one is the fix for "I bought this for my friend, can you change the name?"

Importing From a Spreadsheet

Click Import CSV. The importer takes CSV or Excel from any tool and lets you map your columns to Trankets fields - first name, last name, email, and phone. Columns that do not match can be kept as extra questions on each attendee. Duplicate emails within the event are skipped, and you get a per-row report of anything that did not import.

Exporting

Export CSV downloads your list - names, emails, phones, categories, statuses, check-in codes, tags, and seating. Data export is included on every plan's entitlements where enabled; if the button declines, check your plan on the billing page.

Categories and Tags

Open Categories & Tags from the Manage tab.

• Categories group attendees - "Speakers", "Sponsors", "Volunteers". Create one with a name and description, then assign it when adding or editing an attendee. Reminders can target a category, which is why they matter.
• Tags are lightweight colored labels for anything else - "Paid in cash", "VIP table".

Neither changes what the attendee sees.

After Registration

• Confirmation emails (with the QR code ticket) go out automatically when Auto-send confirmation email is on.
• Reminders and email logs live in Reminders and Email Analytics on the Manage tab - including an Unreached attendees view for anyone your emails could not reach.

Keep the Room

Attendees are not added to your contact list automatically - you choose when. After (or during) the event, open Contacts → Groups, pick or create a group, and use Import from Event. Every registrant lands in your contacts with "Attended an event" as their source, ready for your next newsletter, launch, or invite. This is the single move that turns a one-night crowd into a durable audience - the growth flywheel starts here.

Common Issues

• Import skipped rows. The report tells you why per row - usually duplicate emails or invalid data.
• Payment status stuck on "Checkout not finished". The buyer abandoned checkout. They can retry from the same link.
• Cannot find an attendee. Search needs at least 4 characters.
• Bought-for-a-friend ticket. Use Correct ticket holder - it moves the QR and the name in one step.

Next Steps

• Check-in day workflow
• Turn attendees into buyers
• Your audience, in one place