Manage event registration responses

As people register for an event, either by responding to an event invitation or clicking an open registration button on your published calendar, their responses are recorded on the Event Registration tab of the event form. In this form you can track and edit responses, send registration reminders, invite people on the wait list, export the registration information to a .csv file, and more.

What you can learn here

Open the Event Registration tab
Track the status of responses
Update response information and resend invitations
Send reminders to invitees who haven't responded
Send custom email messages to selected registrants
Add or remove people in the registration list
Manage the wait list
Add self-invited attendees to your Address Book
Export the registration information

Open the Event Registration tab

To track and manage registration responses, open the Event Registration tab.

To open the tab

In the Trumba editing environment, select a calendar to display the event for which people have registered.
Click the arrow beside the event time or description, and then click Event Registration.

Note If the event is a repeating series, you must open the Event Registration tab for each occurrence of the event. People can accept, decline, or tentatively accept each event individually.

Track the status of responses

In the registration list in the Event Registration form, you always have an up-to-date record of how many people have responded, who you invited, who signed up, who is on the wait list, and how many have accepted or declined.

As the following images show, the list behaves a little differently depending upon whether you're using a custom event registration form or the standard one. Bullets that follow the images explain each of the lettered options.

List with custom registration form

List with standard registration form

View filter Select an option from the drop-down View menu to control which registrants you see in the registration list.

For example, you can show only people who declined, accepted, or added themselves to the wait list.
Targeted actions First, in the Person or Name column, select check boxes beside the people you want to act on (or click All at top of the column), and then click a blue action link.

For example, you might want to select only the person who first added herself to the wait list, and then click Invite from Wait List. Learn more.

Or, you might want to select people who have not yet responded to your invitation, and then click Send email. This opens a form where you can create and immediately send a custom email message. Learn more.
Actions column (Custom form only) Click Edit Response to open an Event Action window where you can edit a person's registration information. Learn more.

If you're using paid registration, you can also click Refund/Uninvite to issue a refund and more. Learn more about paid registration.
Summary statement Attendance information at a glance.
Global actions Click a button to take an action on the entire list or an entire list segment (no selection necessary).

For example, clicking Send Reminder sends a reminder to everyone on the list who hasn't yet registered (learn more). Delete Wait List deletes everyone on the wait list (learn more). Export exports the entire registration list (learn more). Even with a View filter applied, the entire list is exported.

Edit Responses (Standard form only) Click to make some fields in the list editable so you can update the registration information. For example, you might want to delete a comment or change a person's status. Learn more.

Update response information and resend invitations

As people continue to register for an event, you may need to update some of their response information.

For example, you might want to resend email invitations to people who haven't responded. Or, if someone who previously accepted can no longer attend, you can change that person's response to Decline.

How you update response information varies depending upon whether you're using:

The standard event registration form.
The Basic Form or a custom registration form.
Tell me more about custom registration forms.

To update responses when you're using the standard form

On the Event Registration tab, below the response information list, click Edit Responses.
The form changes so that you can edit some of the fields.
Take any of the following actions:
In the Response column, change the response status.

In the No. column, update the number attending.

In the Send column, select:
- Invitation if you want to send an invitation for the first time.
- Reminder if you want to resend an invitation to a person who hasn't responded.
- wait list if you want to invite a person from the wait list to attend.

In the Comments column, add your own comments or replace, delete, or edit guests' comments.

Note If you have chosen to make the invitation list public, edits you make to people's responses are visible in the Trumba event actions window where people respond.

Click Update Responses.
Tip Except for waiting lists, when you update a setting in the list, the date in the Response Date column reflects the date you make changes. The Response Date column for people on the wait list, however, always reflects the date on which they originally signed up. That way, if spaces open up, you can invite people on a first-come first-served basis.
Click OK to close the Event Registration form and save the changes you made.
You may see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK.

To update responses when you're using the Basic Form or a custom form

On the Event Registration tab, in the registration list, find the row for the registrant with information you want to upate.
In the Actions column, click Edit Response.
The event actions window opens with the registrant's latest responses.
If you're:
- Changing the registrant's status to Decline, click Decline at the bottom of the form. Close the declined confirmation window.
- If you're changing other registration information, update the information in any of the editable fields. Click OK, and then close the confirmation window.
  Your updates are immediately saved.
Back on the Event Registration tab, you may not immediately see your updates reflected in the registration list. Click OK to close the tab.
You may see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK.
Re-open the Event Registration tab. The updates you made show up in the list.

Send reminders to invitees who haven't responded

If the event is approaching and some people you invited haven't responded, you might want to send them a reminder.

Reminder email

Example of the reminder email message sent to invitees who didn't respond.

Tip You can control the content and appearance of reminder email messages by customizing the Invitation event email spud. Learn more.

To send reminders

On the Event Registration tab, look at the registration list. Records for people who haven't responded are white.

Tip If you want to hide everyone in the registration list except invitees who haven't responded, use the View filter above the list to select People who haven't responded.
Click the Send Reminder button below the list.
Tip When you're sending reminders, you don't need to select anyone in the list. Reminders are sent automatically only to invitees who have not responded.
Click OK.
On the Email Confirmation page, review the pending email list to confirm that you want to send reminders to everyone who is listed.
Clear check boxes for people, if any, to whom reminders should not be sent.
Click OK to immediately send reminders.

Send custom email messages to selected registrants

While you can send reminders to invitees who haven't yet responded, you might also want to send custom email messages to selected people on a registration list.

For example, you might want to send an updated agenda and speaker list, ask registrants to decline if their plans have changed, and more.

To send a custom email

On the Event Registration tab, in the registration list, select the people in the list you want to send a custom email message to.
Click Send Email above the list.
In the form that opens, type a subject.
You don't have to provide the event name or date in the email subject field. That information is provided automatically.
In the Message field, type the information you want the selected registrants to receive.
Use the HTML editor buttons to emphasize text, add hyperlinks, insert lists and images, and more. To learn how the buttons work, click the question mark at the right end of the toolbar.

Custom email message formatted using the HTML editor
Click Preview.
The email message header and footer are formatted according to the settings and styles you applied to the Email Invitation spud. Learn more.

Preview of custom email message

Tip The button you see in the preview window depends upon the status of the person receiving the message. For example, the preview above shows a Change Response button because the recipient has already registered to attend. If the selected recipient has been invited but has not yet responded, you see a Respond button instead. If you select multiple recipients with different statuses, the preview window reflects the status of the top recipient selected.
Modify and preview the message content until you're satisfied with what it says and how it looks.
Click Send.
Note When you click Send, the message is sent immediately to the selected recipients. You won't be asked to confirm that you want it sent.

Add or remove people in the registration list

After you create and send event invitations, you can change the invitation list by inviting more people or uninviting people you originally invited.

Open the Event Registration tab.
Do either of the following:
- To invite more people, click the Distribution List tab, and then add the new people to your distribution list.
  When you've added everyone, return to the Event Registration tab. The text new - an email invitation will be sent appears in the Comments column for each new person you added.
- To uninvite people you previously invited, select the check box next to each person's name or email address. Or, to select the entire list, at the top of the Person column, click All. Then click Remove from List.
  Note People you uninvite automatically receive an email message explaining that they have been removed from the invitation list.
Click OK.
You see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK.

Manage the wait list

If you set up a wait list for an event with limited attendance, you may end up with a sizeable number of people on that list. On the Event Registration tab, it's easy for you to:

View only the wait list and the order in which people added themselves.
Invite people from the wait list.
Delete the entire list.

View the wait list

To view only the wait list:

Open the Event Registration tab.
In the View drop-down list, select Wait list only.
The Response Date column lists the date and time that each person on the wait list signed up for the event. You can use that information to decide who to invite first if spaces open up.

Invite people from the wait list

If people who originally planned to attend your event change their plans and drop out or you remove attendees or increase the number of people who can attend, you might want to invite people from the wait list.

How you manage the wait list depends upon how you decide to handle wait list invitations. You have two options for handling the invitations. You can:

Invite people on the wait list automatically as spaces become available.
Tip Go with this option when your primary goal is to get your events filled on a first come, first served basis.

What happens in the registration list when the auto invite option is enabled?
Manage the wait list manually.
Tip Go with this approach when you want to invite people from the wait list using criteria other than first come, first served.

Take me directly to instructions for manually inviting people from the wait list.

The registration list with the automatic invitations option enabled

For instructions on how to set up automatic invitations, see Set up event registration.

When it comes to managing the wait list with automatic invitations turned on, it helps to understand what actions trigger invitations. These actions can originate with either a registrant/invitee on the registration list or with you, the event organizer.

A wait list invitation is triggered if a registrant/invitee:

Cancels their acceptance.
Reduces the number of guests they're bringing.
Declines the invitation.

Note If you turned on response notification when you set up event registration, when a registrant/invitee action triggers an invitation, the event organizer receives an email about who has been invited from the wait list.

A wait list invitation is triggered if the event organizer:

Removes an attendee.
Reduces the number of guests an attendee is bringing.
Increases the registration limit.

Note If an event organizer triggers the invitation, no response notification email message is sent. However, after the organizer saves the changes, a Pending Email form shows up asking the organizer to confirm that the invitation email should be sent.
Pending email form

To understand how the automatic invitation process works, see the following image that shows the registration list for an event that has a wait list.

Registration list with wait list

The next image shows what happens in the list after one of the registrants changes their status to Decline.

Registration list with wait list

The status of the first person on the wait list changes to Tentative. This means that the automatic email invitation has been sent but the recipient has not yet responded.

Tips

To filter the registration list so you see only people with a status of Tentative, from the View list, select People who are tentatively attending.
Use the Response Date column, which tells you when an invitation was sent, to set response deadlines. If someone with a Tentative status takes too long to respond, you can delete them from the registration list and trigger an invitation to the next wait list person in line.

To manually invite people from the wait list

Open the Event Registration tab.
In the View drop-down list, select Wait list only to display only people on the wait list.
Select the check box next to the people on the wait list whom you want to invite.
Click Invite from Wait List.
For each person you selected, the value in the Response column changes to Tentative, and the value in the Send column changes to Wait List.
Click OK.
You see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK.

Delete the wait list

If the registration deadline has passed and there are no spaces available, you might want to delete the entire wait list.

Open the Event Registration tab.
If you want to display only the wait list, from the View drop-down list, choose Wait list only.
If you're sure you want to delete everyone on the list, click Delete Wait List.
Click OK.

Add self-invited attendees to your Address Book

When people sign up to attend an event for which you created an open invitation, you can expand your mailing list by adding their email addresses to your Trumba Address Book.

To add self-invited guests to your Address Book

Select the check boxes next to the names of the self-invited guests, and then click Add to Address Book.
Click OK.

Export registration information for an individual event

Can I generate and export registration reports for an entire calendar?

After people have signed up to attend an event or have accepted or declined your invitation, you can export the registration list and other data so you (or others involved with the event) can open it in Microsoft® Office Excel or another spreadsheet or database program.

The exported file is a text file in comma separated values format (.csv). It contains all of the attendance information from registration list, along with each person's email address.

Tips

Export ignores any View filter you might have applied. For example, even if you filter the registration list to see only people who accepted, when you click Export, the entire list, including people who declined, haven't responded yet, or are on the wait list, is exported.
When you export registration data, only the data that has been saved to the database is exported. For example, if you invite someone new and export before you click OK to save the changes, the new person will not appear in the exported list.

Why export event-level registration data?

The exported data provides you with a single, convenient attendee list for each event. By opening the exported file in a spreadsheet or database program, you can sort and manipulate the data however you want.

In addition, if different people manage or present different events, it's easy to distribute relevant registration data to each person.

To export the registration list

On your calendar, click the arrow to the left of the event with a registration list you want to export, and then click Event Registration.
On the Event Registration tab, under the registration list, click Export.
In the dialog box, choose the program with which you want to open the .csv file, or save the file to your computer.

Tip The default report name for data you export from an individual event is very general (Invitation.csv) and the report does not include columns for event name or event date/time. To remind yourself which event the report describes, be sure to change the default report name and/or add event name and date/time columns.


Trumba Help Center	What’s New \| FAQ \| Support Forum \| Email Support
See Also About event registration Event distribution lists Set up event registration	Manage event registration responses As people register for an event, either by responding to an event invitation or clicking an open registration button on your published calendar, their responses are recorded on the Event Registration tab of the event form. In this form you can track and edit responses, send registration reminders, invite people on the wait list, export the registration information to a .csv file, and more. I haven't sent an invitation yet. How do I do that? Could you show me an overview of the event registration process? What you can learn here Open the Event Registration tab Track the status of responses Update response information and resend invitations Send reminders to invitees who haven't responded Send custom email messages to selected registrants Add or remove people in the registration list Manage the wait list Add self-invited attendees to your Address Book Export the registration information Open the Event Registration tab To track and manage registration responses, open the Event Registration tab. To open the tab In the Trumba editing environment, select a calendar to display the event for which people have registered. Click the arrow beside the event time or description, and then click Event Registration. Note If the event is a repeating series, you must open the Event Registration tab for each occurrence of the event. People can accept, decline, or tentatively accept each event individually. Track the status of responses In the registration list in the Event Registration form, you always have an up-to-date record of how many people have responded, who you invited, who signed up, who is on the wait list, and how many have accepted or declined. As the following images show, the list behaves a little differently depending upon whether you're using a custom event registration form or the standard one. Bullets that follow the images explain each of the lettered options. List with custom registration form List with standard registration form View filter Select an option from the drop-down View menu to control which registrants you see in the registration list. For example, you can show only people who declined, accepted, or added themselves to the wait list. Targeted actions First, in the Person or Name column, select check boxes beside the people you want to act on (or click All at top of the column), and then click a blue action link. For example, you might want to select only the person who first added herself to the wait list, and then click Invite from Wait List. Learn more. Or, you might want to select people who have not yet responded to your invitation, and then click Send email. This opens a form where you can create and immediately send a custom email message. Learn more. Actions column (Custom form only) Click Edit Response to open an Event Action window where you can edit a person's registration information. Learn more. If you're using paid registration, you can also click Refund/Uninvite to issue a refund and more. Learn more about paid registration. Summary statement Attendance information at a glance. Global actions Click a button to take an action on the entire list or an entire list segment (no selection necessary). For example, clicking Send Reminder sends a reminder to everyone on the list who hasn't yet registered (learn more). Delete Wait List deletes everyone on the wait list (learn more). Export exports the entire registration list (learn more). Even with a View filter applied, the entire list is exported. Edit Responses (Standard form only) Click to make some fields in the list editable so you can update the registration information. For example, you might want to delete a comment or change a person's status. Learn more. Update response information and resend invitations As people continue to register for an event, you may need to update some of their response information. For example, you might want to resend email invitations to people who haven't responded. Or, if someone who previously accepted can no longer attend, you can change that person's response to Decline. How you update response information varies depending upon whether you're using: The standard event registration form. The Basic Form or a custom registration form. Tell me more about custom registration forms. To update responses when you're using the standard form On the Event Registration tab, below the response information list, click Edit Responses. The form changes so that you can edit some of the fields. Take any of the following actions: In the Response column, change the response status. In the No. column, update the number attending. In the Send column, select: Invitation if you want to send an invitation for the first time. Reminder if you want to resend an invitation to a person who hasn't responded. wait list if you want to invite a person from the wait list to attend. In the Comments column, add your own comments or replace, delete, or edit guests' comments. Note If you have chosen to make the invitation list public, edits you make to people's responses are visible in the Trumba event actions window where people respond. Click Update Responses. Tip Except for waiting lists, when you update a setting in the list, the date in the Response Date column reflects the date you make changes. The Response Date column for people on the wait list, however, always reflects the date on which they originally signed up. That way, if spaces open up, you can invite people on a first-come first-served basis. Click OK to close the Event Registration form and save the changes you made. You may see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK. To update responses when you're using the Basic Form or a custom form On the Event Registration tab, in the registration list, find the row for the registrant with information you want to upate. In the Actions column, click Edit Response. The event actions window opens with the registrant's latest responses. If you're: Changing the registrant's status to Decline, click Decline at the bottom of the form. Close the declined confirmation window. If you're changing other registration information, update the information in any of the editable fields. Click OK, and then close the confirmation window. Your updates are immediately saved. Back on the Event Registration tab, you may not immediately see your updates reflected in the registration list. Click OK to close the tab. You may see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK. Re-open the Event Registration tab. The updates you made show up in the list. Send reminders to invitees who haven't responded If the event is approaching and some people you invited haven't responded, you might want to send them a reminder. Example of the reminder email message sent to invitees who didn't respond. Tip You can control the content and appearance of reminder email messages by customizing the Invitation event email spud. Learn more. To send reminders On the Event Registration tab, look at the registration list. Records for people who haven't responded are white. Tip If you want to hide everyone in the registration list except invitees who haven't responded, use the View filter above the list to select People who haven't responded. Click the Send Reminder button below the list. Tip When you're sending reminders, you don't need to select anyone in the list. Reminders are sent automatically only to invitees who have not responded. Click OK. On the Email Confirmation page, review the pending email list to confirm that you want to send reminders to everyone who is listed. Clear check boxes for people, if any, to whom reminders should not be sent. Click OK to immediately send reminders. Send custom email messages to selected registrants While you can send reminders to invitees who haven't yet responded, you might also want to send custom email messages to selected people on a registration list. For example, you might want to send an updated agenda and speaker list, ask registrants to decline if their plans have changed, and more. To send a custom email On the Event Registration tab, in the registration list, select the people in the list you want to send a custom email message to. Click Send Email above the list. In the form that opens, type a subject. You don't have to provide the event name or date in the email subject field. That information is provided automatically. In the Message field, type the information you want the selected registrants to receive. Use the HTML editor buttons to emphasize text, add hyperlinks, insert lists and images, and more. To learn how the buttons work, click the question mark at the right end of the toolbar. Custom email message formatted using the HTML editor Click Preview. The email message header and footer are formatted according to the settings and styles you applied to the Email Invitation spud. Learn more. Preview of custom email message Tip The button you see in the preview window depends upon the status of the person receiving the message. For example, the preview above shows a Change Response button because the recipient has already registered to attend. If the selected recipient has been invited but has not yet responded, you see a Respond button instead. If you select multiple recipients with different statuses, the preview window reflects the status of the top recipient selected. Modify and preview the message content until you're satisfied with what it says and how it looks. Click Send. Note When you click Send, the message is sent immediately to the selected recipients. You won't be asked to confirm that you want it sent. Add or remove people in the registration list After you create and send event invitations, you can change the invitation list by inviting more people or uninviting people you originally invited. Open the Event Registration tab. Do either of the following: To invite more people, click the Distribution List tab, and then add the new people to your distribution list. When you've added everyone, return to the Event Registration tab. The text new - an email invitation will be sent appears in the Comments column for each new person you added. To uninvite people you previously invited, select the check box next to each person's name or email address. Or, to select the entire list, at the top of the Person column, click All. Then click Remove from List. Note People you uninvite automatically receive an email message explaining that they have been removed from the invitation list. Click OK. You see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK. Manage the wait list If you set up a wait list for an event with limited attendance, you may end up with a sizeable number of people on that list. On the Event Registration tab, it's easy for you to: View only the wait list and the order in which people added themselves. Invite people from the wait list. Delete the entire list. View the wait list To view only the wait list: Open the Event Registration tab. In the View drop-down list, select Wait list only. The Response Date column lists the date and time that each person on the wait list signed up for the event. You can use that information to decide who to invite first if spaces open up. Invite people from the wait list If people who originally planned to attend your event change their plans and drop out or you remove attendees or increase the number of people who can attend, you might want to invite people from the wait list. How you manage the wait list depends upon how you decide to handle wait list invitations. You have two options for handling the invitations. You can: Invite people on the wait list automatically as spaces become available. Tip Go with this option when your primary goal is to get your events filled on a first come, first served basis. What happens in the registration list when the auto invite option is enabled? Manage the wait list manually. Tip Go with this approach when you want to invite people from the wait list using criteria other than first come, first served. Take me directly to instructions for manually inviting people from the wait list. The registration list with the automatic invitations option enabled For instructions on how to set up automatic invitations, see Set up event registration. When it comes to managing the wait list with automatic invitations turned on, it helps to understand what actions trigger invitations. These actions can originate with either a registrant/invitee on the registration list or with you, the event organizer. A wait list invitation is triggered if a registrant/invitee: Cancels their acceptance. Reduces the number of guests they're bringing. Declines the invitation. Note If you turned on response notification when you set up event registration, when a registrant/invitee action triggers an invitation, the event organizer receives an email about who has been invited from the wait list. A wait list invitation is triggered if the event organizer: Removes an attendee. Reduces the number of guests an attendee is bringing. Increases the registration limit. Note If an event organizer triggers the invitation, no response notification email message is sent. However, after the organizer saves the changes, a Pending Email form shows up asking the organizer to confirm that the invitation email should be sent. To understand how the automatic invitation process works, see the following image that shows the registration list for an event that has a wait list. The next image shows what happens in the list after one of the registrants changes their status to Decline. The status of the first person on the wait list changes to Tentative. This means that the automatic email invitation has been sent but the recipient has not yet responded. Tips To filter the registration list so you see only people with a status of Tentative, from the View list, select People who are tentatively attending. Use the Response Date column, which tells you when an invitation was sent, to set response deadlines. If someone with a Tentative status takes too long to respond, you can delete them from the registration list and trigger an invitation to the next wait list person in line. To manually invite people from the wait list Open the Event Registration tab. In the View drop-down list, select Wait list only to display only people on the wait list. Select the check box next to the people on the wait list whom you want to invite. Click Invite from Wait List. For each person you selected, the value in the Response column changes to Tentative, and the value in the Send column changes to Wait List. Click OK. You see a Pending Email confirmation page about notifying people whose information you updated. Leave check boxes selected for each of the email messages you want to send. Click OK. Delete the wait list If the registration deadline has passed and there are no spaces available, you might want to delete the entire wait list. Open the Event Registration tab. If you want to display only the wait list, from the View drop-down list, choose Wait list only. If you're sure you want to delete everyone on the list, click Delete Wait List. Click OK. Add self-invited attendees to your Address Book When people sign up to attend an event for which you created an open invitation, you can expand your mailing list by adding their email addresses to your Trumba Address Book. To add self-invited guests to your Address Book Select the check boxes next to the names of the self-invited guests, and then click Add to Address Book. Click OK. Export registration information for an individual event Can I generate and export registration reports for an entire calendar? After people have signed up to attend an event or have accepted or declined your invitation, you can export the registration list and other data so you (or others involved with the event) can open it in Microsoft® Office Excel or another spreadsheet or database program. The exported file is a text file in comma separated values format (.csv). It contains all of the attendance information from registration list, along with each person's email address. Tips Export ignores any View filter you might have applied. For example, even if you filter the registration list to see only people who accepted, when you click Export, the entire list, including people who declined, haven't responded yet, or are on the wait list, is exported. When you export registration data, only the data that has been saved to the database is exported. For example, if you invite someone new and export before you click OK to save the changes, the new person will not appear in the exported list. Why export event-level registration data? The exported data provides you with a single, convenient attendee list for each event. By opening the exported file in a spreadsheet or database program, you can sort and manipulate the data however you want. In addition, if different people manage or present different events, it's easy to distribute relevant registration data to each person. To export the registration list On your calendar, click the arrow to the left of the event with a registration list you want to export, and then click Event Registration. On the Event Registration tab, under the registration list, click Export. In the dialog box, choose the program with which you want to open the .csv file, or save the file to your computer. Tip The default report name for data you export from an individual event is very general (Invitation.csv) and the report does not include columns for event name or event date/time. To remind yourself which event the report describes, be sure to change the default report name and/or add event name and date/time columns.
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