Everyone who signs up lands on HappenBoard → Attendees, across every event. This guide covers the buckets, the columns, the per-person panel, the actions you can run, and how to get the data out.
The screen
The heading counts the rows in the current view, for example Attendees (42). Underneath sits a row of tabs and then the table itself. Rows are ordered newest sign-up first, twenty per page.
- All attendees
- Going
- Waitlist
- Cancelled
- Declined
The table columns are Attendee (the name, with the email address under it as a mailto link), Event, Status, Seats and RSVP date. Clicking the event title jumps straight to that event’s editing screen.
Filtering to a single event
Arriving from an event, the screen opens scoped to it and shows a banner reading Showing attendees of: followed by the event title. Clear filter removes it and brings back everyone. The filter is carried in the address, so the link can be bookmarked or passed to a colleague.
The four statuses
Status is the one field that changes what HappenBoard does, because only Going consumes seats.
- Going: confirmed. Counts against the event capacity.
- Waitlist: set by hand only. Nothing puts anyone here automatically, and nothing promotes them out of it automatically either. It is a label for your own tracking.
- Cancelled: the sign-up was withdrawn. This is what an attendee’s own cancellation link sets, and it frees the seat.
- Declined: for people who told you they will not come. Frees the seat too.
Because there is no automatic waitlist, moving someone from Waitlist to Going is a manual decision, and it does not notify them. Changing a status here never sends an email, so tell the person yourself.
Opening one attendee
Click a name to open the panel on the right. Clicking the same name again closes it. The left and right arrow keys step through the people currently listed, and the arrow buttons in the panel header do the same.
Edit turns the header into a small form with Name, Email, Seats and Status. Only what you actually changed is saved. Editing the seat count is how you correct someone who booked for three and is coming with two.
The panel also hosts the per-person history and the internal notes field, both of which need Pro. The attendee activity timeline covers what gets recorded there.
Actions
Every action works on a single row or on a multi-row selection.
- Export selected: downloads the chosen rows as CSV.
- Mark as Going, Move to Waitlist, Cancel RSVP, Mark as Declined: the four status changes. Rows already in the target status are skipped, so a mixed selection is safe.
- Delete permanently: opens a confirmation listing the names and addresses about to go. This erases the record outright and cannot be undone.
Prefer Cancel RSVP to deleting. Cancelling releases the seat but keeps the history, so your counts still make sense afterwards. Deleting is for genuine mistakes and for personal data requests.
Exporting
The Export button in the header exports the tab you are looking at, not just your selection. Three formats are offered:
- CSV (spreadsheet), for Excel, Numbers or Google Sheets.
- JSON (raw data), for another system.
- vCard (address book), for contact applications.
Exports carry personal data, so they sit behind their own permission: an editor can read the attendee list but cannot export it, while an administrator can do both. A single export is capped at 10000 rows.
Going the other way, importing attendees from a file is a Pro feature, described in importing attendees from CSV. The free plugin’s other transfer tools are in CSV import, export and settings backup.