If you linked your Onsite event to an existing Webex Events Registration event, all the attendees will automatically appear in Onsite, and edits to attendee information must be made in your Registration event. If you're not using Webex Events Registration, you can add, import, and manage attendees from the Attendees tab in Onsite. We recommend you import attendees 2-3 weeks before your event so you have plenty of time to set up badges and test.

⭐️ Keep in mind, you must add at least one attendee to your Onsite event before publishing. This can be a test attendee you use to test badge printing without checking any real attendees in. 🧠

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Attendee Types

Before we look at adding and editing attendees, let's talk about Attendee Types. As the name implies, Attendee Types differentiate one group of attendees from another, and they're added to Webex Events Onsite in one of three ways.

  1. Tickets pulled from a linked Webex Events Registration event are added to Webex Events Onsite as Attendee Types

  2. Via Onsite's Attendee Import process

  3. During the Add Attendee process

Custom Attendee Types aren't required for badge printing, though they can be helpful for printing different badges for different groups of people. For more on how Attendee Types are used to customize badges, check this out.

Changing Attendee Type

If you need to change an attendee's Attendee Type, and Onsite is linked to Webex Events Registration, you must re-register the attendee under the correct ticket using a different email address than the one they registered with initially.

If Onsite isn't linked to Webex Events Registration, simply edit the attendee in Onsite as described below.

Add an Attendee

⭐️ Keep in mind, this option is only available if your Onsite event isn't linked to Webex Events Registration.

On the Attendees page, click the New Attendee button. In the modal that appears, select an existing Attendee Type, or click Create New Attendee Type to add a new one. Attendee types help you create badges and set visibility rules that apply to only certain people.

Screenshot of the New Attendee modal.

Now, fill in the attendee's information. If you need to note the attendee's Ticket Number or External ID from another platform, be sure to enter those numbers exactly. Otherwise, leave those fields blank.

Click Save changes when you're done.

The new attendee appears in the list, and you can view their profile or edit them by clicking the Settings (⚙️) icon.

Import Attendees

⭐️ Keep in mind, this option is only available if your Onsite event isn't linked to Webex Events Registration.

If you're not using Webex Events Registration, no problem! Import your registrant list into Webex Events Onsite with our handy import template. Pull in answers to questions, group or track information, and more as custom questions, and then print the information on badges, or use it to tailor badge designs to specific attendee types.

Export the template

On the Attendees page, click the Import button.

In the modal that appears, click the Download button to download the import template.

⭐️ Keep in mind, we recommend that you include a test attendee you can use to test badge printing without checking any real attendees in. 🧠

Screenshot of the Import modal. The Download button is indicated.

Edit the template

Open the file in your preferred spreadsheet program, and use the Instructions sheet to learn how to add attendee data to the Attendees sheet. Although the sheet is pretty straightforward to fill in, there are a few elements that need a little more explanation:

  • External ID - Onsite generates QR codes for each attendee automatically. If you want to use specific values for QR codes, simply add those to the External ID column, and Onsite will use those values to generate QR codes instead.

Screenshot showing a portion of the Attendees sheet with some data filled in. The list of sheets at the bottom of the window is indicated.
  • Custom Questions - If you need to add custom question data to the file, simply add the questions at the top of the Attendees sheet, followed by a dash and the correct Question Type code found on the Appendix sheet.

    For example: "What is your t-shirt size? - SC" would import as a Single Select type custom question.

  • Groups and Tracks - Import things like groups and tracks where there may be more than one selection per person. For example, when adding group selections, enter "Groups - CB" as the column header, and then enter multiple groups for a single person separated with a comma.

Screenshot showing the example just mentioned in a file.

If you don't already have data for some fields, you can still import attendees without them so you can design badges and create visibility rules. Fill in more attendee information later by exporting, editing, and re-importing them. 👍

Import the file

When you're done editing your file, save it without changing the file name, and use the Upload your file step in the Import modal to import your attendees.

Screenshot of the Import modal. The

You'll see a notification that the upload is processing. While the file is processing, you can continue to work on other aspects of the event. Once the file has finished importing, you'll either see the "It's Done!" message, or the "Oops!" message.

If there were errors during the import, click the View Error Report button to see a detailed description of what went wrong and the exact cell(s) that caused the error, when relevant. Once you've fixed any errors, simply try the import again!

⭐️ Keep in mind, if you miss the notification, don't worry. Simply click the bell icon in the upper right corner next to the Help button.

Manage Attendees

If you need to edit attendee information, and you linked Webex Events Registration, you must make any needed changes in the Attendees tab of your Registration Event.

Export attendees

To export existing attendees so you can do mass edits, check the box at the top of the Attendees page, click the 3-dot icon, and click Export.

Screenshot of the Attendees page. All attendees are selected, and the 3-dot icon is expanded.

After a few moments, you'll see a message saying the export was successful. Click the Click here to download link to download the file, and make any edits in your preferred spreadsheet program.

Refer to the instructions above to re-import the file after making changes.

Edit an attendee

⭐️ Keep in mind, if you want to change an attendee's Type/ticket type, and Onsite is linked to Webex Events Registration, you must register them as a new entry with a different email than their original.

If you imported attendee data into Onsite, simply click on an attendee's name to open their profile. Click the Settings (⚙️) icon, and then Edit.

Screenshot of the Attendee Detail section of an Attendee page. The settings menu is expanded.

In the modal that appears, you can view and edit the following:

Screenshot of the Edit Attendee Registration Info modal.
  • First Name

  • Last Name

  • Email

  • Title

  • Company

  • Location

  • Attendee Type

  • Mobile Phone

  • Custom Information - There could be any number of custom fields you imported with attendees. They all appear at the bottom of the edit modal.

Click Save Changes when you're done.

Now let's take a look at configuring the Onsite App.

Metrics

Either during or after check-in, you can use the Export Report button to see how many attendees have checked in, the breakdown of attendee types, and more!

Screenshot of the Attendees page. The Export Report button is expanded.

There are two reports to choose from:

Attendee/Check In Report

This report shows each attendee's personal, contact, ticket, ID, QR code, and check-in information. Here are the exact fields:

  • Unique Identifier

  • First Name

  • Last Name

  • Email Address

  • Title

  • Location

  • Company Name

  • Profile Image

  • Ticket Number

  • Ticket Name

  • External ID

  • Qr Code

  • Printed Value on Badge

  • Checkin Status

  • Checkin Date

  • Checkin Time

  • Printer Name

  • Print Count

Attendee Type Report

This report shows how many attendees there are per attendee type and how many have checked in by number and percentage. Here are the exact fields:

  • Unique Identifier

  • Attendee Type

  • Printed Value on Badge

  • Total

  • Checked in

  • % Checked in

Questions? Chat Us or Email support@socio.events

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