Operations

Bookings and Attendees

Every attendee or guest has a separate record, while related records share a booking reference.

Events Plus 0.3.302

How booking records work

The primary attendee is the account holder’s first booking for an event. Additional people can be stored as guests. Records include name, email, phone, city, country, selected days, type, status, notes, booking reference, and creation date. Detailed applications can include extra form answers and uploads.

Capacity and duplicates

  • Ticketed events enforce available capacity before finalising a booking.
  • Multi-day events validate selected days and can count attendance by day.
  • Application-only events do not behave like ordinary ticket inventory.
  • The plugin checks duplicate identities where appropriate, but managers should still review suspicious duplicates.
  • Do not promise a place until the confirmation page/email is produced.

View and manage attendees

  1. Open My Events.
  2. Select Attendees on the event row.
  3. Review attendee details and selected event days.
  4. Use check-in tools to change arrival status; use attendee deletion only for genuine removals.
  5. For a paid cancellation, separately process any refund in Stripe or PayPal.
Deletion is not a refund. Events Plus cannot infer your refund policy or automatically reverse every provider transaction.

Email attendees

  1. Select Email from the event row, or open Attendees and the email panel.
  2. Enter a clear subject and plain message.
  3. Confirm the event and recipient group.
  4. Send once, then monitor mail logs for failures.

The message is wrapped in the administrator’s attendee-message email template. Avoid placing sensitive attendee data in a bulk message.

Exports and reconciliation

  • Attendee CSV: spreadsheet-ready booking reference, personal details, days, application, type, status, and date.
  • Attendee PDF: printable event/day lists when the PDF library is available.
  • Transaction CSV/print: successful recorded payments, payer, booking references, provider IDs, quantity, unit price, and total.

Provider dashboards remain the financial source of truth for settlement, disputes, fees, and refunds.

Data protection

  • Collect only necessary application information.
  • Restrict exports to authorised staff.
  • Do not leave attendee spreadsheets on shared or personal devices.
  • Use BCC-independent plugin bulk email rather than exposing addresses in a normal email client.
  • Apply your organisation’s retention and deletion policy after the event.
  • Use secure channels when troubleshooting a specific attendee record.