The attendee list
An attendee list is only useful if the person holding it at the door has the version that was correct ten minutes ago.
An attendee list is the working record of who is expected at an event: names, what they booked, and any answers they gave. A participant list is used at the door to check people in, in the kitchen to count meals, and afterwards to see who actually came as against who said they would.
Printed lists go stale immediately
A list printed at four o'clock does not contain the six people who booked at five. Those six arrive, are not on the paper, and are dealt with by whoever is on the gate making a judgement they should not have to make.
A delegate list on a screen that anybody on duty can search solves it without ceremony. The person at the entrance sees the current state, and late bookings are simply there rather than being an exception.
Sharing it without spreading it
An attendee list is personal data. Emailing a spreadsheet of names and addresses to eight volunteers puts eight copies beyond your control, and they will still be in those inboxes next year.
Give access instead of copies. Someone who needs to check people in needs the names, not the email addresses or what anyone paid, and access can be withdrawn after the event in a way that a forwarded attachment cannot.
Your attendee list in Passavo
Today's tickets are in the scanning app, searchable by name, and checking someone in from that list is one tap. In the admin, the ticket list shows who has been scanned and when.
Rights are set per person, so a volunteer with the scanner role sees today's list without seeing your takings or your buyers' contact details.
Also searched for as
- participant list
- delegate list
- attendance list
- who is coming
Common questions
Can we see who actually came?
Yes, if you scan at the door. Scanned tickets show as used in the ticket list, with the time; tickets of people who did not turn up stay valid.
How long should we keep it?
Keep it as long as you have a reason to, and no longer. Once the event is done and the accounts are closed, most of the detail has served its purpose.