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Partcipant/Attendee Management

Posted: July 31, 2012 at 8:18 am


July 31, 2012 at 8:18 am


I have a cycling event that requires us to receive medical forms and other documents from participants (attendees) after they register (i.e. a month later), as well as 2nd & 3rd payments for the event.

Is it possible to have a section in each participant profiles whereby we can check off theses variables. For example:

John Smith has registered for the event (£500) and has paid a deposit (£100). Before he can take part we need him to pay the balance and provide/submit a medical form. Are there any settings in EE that allow for us to 1. manage subsequent payments associated with each participant and 2. have -for example- check boxes that we tick the when we receive the required medical docs? An ideally for both of the above, automated emails would be sent out once an action has been made i.e. a “We have received your medical documents” or similar.

To put it another way, we need a sort of ‘workflow’ that allows us to manage certain variables relating to each participant after the initial registration.

I hope that makes sense.

Thanks a lot.


  • Support Staff

July 31, 2012 at 10:56 am

There’s a few features that Event Espresso has that can be used here. The first would be the admin only question option. In the questions editor, set the ‘Admin View Only’ option to yes for the questions you want to appear in the admin view of the attendee report. Then assign these questions to a group, and assign the group to the event. This will allow you to have a checkbox for the additional info.

Event Espresso does not have a feature that automatically accepts partial payments for events, you could use the admin view only questions to keep track of additional payments that get manually sent in later though. You might also use the edit attendee payment record feature to edit payments, this basically allows you to edit the payment amount and send a payment received notice too.


August 1, 2012 at 2:36 am

Hi Josh.

Thanks a lot for the reply.

I’ll explore the options you’ve described and see how I get on.

Greatly appreciated.


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