HappenBoard → Attendees lists everyone who signed up through the RSVP form, for every event. From there you check who is coming, change a status, move someone to another date and export the list.
Find the people you need
The heading counts the people in the current view, for example Attendees (42). Tabs above the table sort them by status: All attendees, Going, Waitlist, Cancelled, Declined and Date no longer exists. The search box finds a name or an email address.
| Column | What it shows |
|---|---|
| Attendee | The name, with the email address under it. |
| Event | The event title. Click it to edit the event. |
| Language | On a translated site only: the language of the page the person signed up on. |
| Date | Their date of a recurring event, flagged Time changed, Date cancelled or Date no longer exists when it changed since. A dash for a one-off event. |
| Status | Going, Waitlist, Cancelled or Declined. |
| Seats | How many seats the sign-up holds. |
| RSVP date | When they signed up. Newest first. |
See one event’s attendees
On the admin Calendar, open an event and click its Attendees link. The list then shows only that event, under a Showing attendees of: banner.
- On a recurring event, a list next to the banner narrows the view to one date, with its head count, or shows All dates.
- On a site translated with WPML or Polylang, the list includes the attendees of every translation of the event, since they share its seats. Untick All languages to see only this translation’s.
- Clear filter brings back everyone.
Understand the four statuses
| Status | Meaning | Takes seats |
|---|---|---|
| Going | Confirmed. | Yes |
| Waitlist | Waiting for a place. Set by you, by an import, or by HappenBoard Pro when a ticket purchase finds the event full. Nobody leaves it automatically. | No |
| Cancelled | The sign-up was withdrawn, by the attendee or by you. | No |
| Declined | The person told you they will not come. | No |
Some status changes email the attendee, using the automatic emails:
- From Waitlist to Going: a confirmation saying a place opened up, if confirmations are on.
- From Going or Waitlist to Cancelled: the cancellation email.
- Any other change sends nothing. No email goes out about a date that has already started.
Mark as Going checks the capacity. A person whose seats no longer fit stays where they are, and a message says how many were not moved. To add them anyway, open the person, set Status to Going and tick Save anyway, over capacity.
Edit one attendee
Click a name to open the side panel. The arrow keys move to the previous or next person in the list.
Click Edit to change the Name, Email, Seats or Status. Raising the seats of someone who is going, or moving someone to Going, is refused when their seats no longer fit in the capacity. For a ticket holder (HappenBoard Pro), the limit is what their ticket has left on their date. Tick Save anyway, over capacity if you want to go past it.
With HappenBoard Pro, the panel also shows the person’s activity timeline, internal notes and check-in QR codes.
Move someone to another date
On a recurring event, click Change date in the panel, or use the Change date action on the row.
- Pick the New date. Each date shows the seats left for this person.
- If their seats do not fit, tick Move them anyway, over capacity to confirm.
- Leave Email the attendee the new date, with a calendar file ticked to tell them, or untick it.
- Click Change date.
The move is refused when the same email address is already booked on that date. Their reminder moves with them. People who are not going hold no seat and are not emailed.
When a date with attendees is cancelled or removed from the series, a warning above the tabs counts the people booked on it. Review them opens the Date no longer exists tab. Those who were going received an email about it, but nobody is moved for you.
Act on several attendees
Tick rows to run an action on all of them: Export selected, Mark as Going, Move to Waitlist, Cancel RSVP, Mark as Declined or Delete permanently. Change date works on one attendee at a time.
Delete permanently erases the records and cannot be undone. Prefer Cancel RSVP: it frees the seats and keeps the history. Keep deletion for mistakes and personal data requests.
Only users allowed to manage attendees see the actions that change something. Administrators and editors can by default; see roles and permissions.
Export the list
The Export button offers CSV (spreadsheet), JSON (raw data) and vCard (address book).
- It exports the whole tab you are on, within the event, date and language filters, not only the rows you see. The search box does not narrow it.
- Each row includes the attendee’s date.
- One export holds up to 10,000 rows. If more match, a message says so: narrow the filter and export again.
Exports contain personal data, so they need their own permission. Administrators have it; editors do not, unless you grant it. Without it, the Export button and Export selected are hidden.
Next steps
- Automatic emails: what attendees receive when you change their sign-up.
- Attendee self-cancellation: how people cancel on their own.
- Capacity and available seats: how seats are counted.
- Importing attendees from CSV: bring in an existing list with Pro.