All Collections
Event Manager: Event Setup
Event Setup: Sharing Registrant Lists
Event Setup: Sharing Registrant Lists

Learn how to share a list of registrants on your Event Portal

Updated over a week ago

At times, your event may need to share lists of event registrants, either publicly, or with other groups of attendees. For example, you may wish to share a list of competitors for a racing event on your Event Portal > Home page, like so:

Example showing how to show a list of competitors on your Event Portal > Home page

When a visitor or signed-in attendee clicks on this page link, a live list of registrants can be displayed.

Example showing a live list of competitors

Sharing a list of attendees has numerous benefits:

  • Promotes event vendors, artists, competitors, or other registrant types with event attendees or the public.

  • Help increase attendance by allowing attendees to discover who else may be attending

  • Enables networking and connections between attendees

  • Can securely communicate registrant details to other groups of registrants

For many events, it's a common need to share registrant lists with event attendees. However, generating and maintaining an accurate list of registrants can often be a time-consuming process. With ClearEvent you can automatically generate live lists of approved registrants and share these lists on your Event Portal > Home page where they can be viewed by other attendees.

ClearEvent's powerful Registration List page feature can be used to share a list of event registrants (attendees) on your Event Portal.

Privacy - Keep your registrant's data safe!

ClearEvent's powerful Form Builder allows events to create registration forms that collect any required information from event registrants. Since events control the information they collect from registrants, it's important to ensure that any sensitive information that is collected is not accidentally shared publicly through a Registration List.

By default, registrant details collected by an event can only be viewed using the Event Manager App by Event Managers with the appropriate security role.

When sharing registrant details using the Registrant List feature, it is critical to ensure that any personal or sensitive data that may have been collected from the registrant is not accidentally shared through a Registrant List.

To prevent unintended information disclosures, events must be careful to ensure any fields they share on a published Registration List do not contain sensitive or personal details.

How to create a Registration List

To share registrant details on your Event Portal > Home page, follow these steps to create a Registrant List:

  1. Open the Event Manager App > Event Setup section > Pages tab.

    View of the Event Setup > Pages tab
  2. Click the +Add button to create a new Page that will be displayed on your Event Portal > Home page and set the Page Type to "Registrant List".

    Adding a new Registrant List page to your event
  3. At a minimum set the required Page Label, and Page Icon fields.

  4. In the Registrant Type setting, choose the type of registrant data that will be used to generate the list.

How to add fields to a Registrant List

  1. Open the Event Manager App > Event Setup section > Pages tab.

  2. Select the desired Registrant List page and click the Edit button.

  3. Click the Fields button to add fields to your list. Selected fields will be displayed as columns in the table of registrant details.

    Add fields to a Registrant List
  4. In the Choose Field... dropdown, select each field and click the +Add button.

  5. Select any field from the list to customize the Column Label, Column Alt Text, display order, or delete the field.

    Editing display field settings for a Registrant List

How to reorder columns and sort your Registrant List

The sort order of the rows displayed for a Registrant List is determined by the order of the fields added to a Registrant List. Rows are sorted alpha-numerically by the value of the 1st column, then the 2nd column, and so on. For example, to sort a Registrant List by First Name and then by Last Name, reorder the fields so that the First Name field is first, followed immediately by the Last Name field.

To do this:

  1. Open the Event Manager App > Event Setup section > Pages tab.

  2. Select the desired Registrant List page and click the Edit button.

  3. Click the Fields button to add fields to your list.

  4. Select any field from the list to customize the display order and click the Move Up or Move Down buttons to adjust the field display order.

  5. Click Save.

How to share a Registrant List

By default, a Registrant List page is shared with everyone. To restrict viewing of potentially sensitive registrant details, you may share each Registrant List with a single Registrant Type. To share a Registrant List:

  1. Open the Event Manager App > Event Setup section > Pages tab.

  2. Select the desired Registrant List page and click the Edit button.

  3. Set the Share with field to the Registrant Type permitted to view the Registrant List.

  4. By default, a Registrant List page is shared with everyone. If you would like to restrict access to the list, set the Share with field to one of the available Registrant Types.

Tip: Each Registrant List page can only be shared with a single Registrant Type. If you need to share a Registrant List with multiple registrant types, consider duplicating the Registrant List page definition for each Registrant Type and specifying a different Share with value.

How to filter registrants from a Registrant List

To filter registrants out of the registrant list, you can specify filter conditions for any Registrant List page you create.

There are two main types of filter conditions that can be applied:

Constant Filter Condition

A Constant filter condition compares registration form field values from received registrants to a constant value to determine if registrants should be included in the Registrant List.

For example, a filter could be used to show only registrants that have opted-in to being included in the event's attendee directory.

For example:

Example: Adding a Dynamic Filter Condition

Dynamic Filters

A Dynamic filter compares registration form field values from received registrants to registration form field values of a currently signed in registrant to dynamically determine if registrants should be included in the Registrant List.

When the specified registrant's registration form field value specified in the filter condition matches the registration form's field value of a signed-in registrant viewing the Registrant List on the Event Portal, the registrant details will be included in the list.

The following example defines a dynamic filter used to filter the list of registrants to only include those registrants that are in the same company as the registrant that is currently viewing the registrant list on the Event Portal.

Example of a Dynamic filter condition.

Still have questions? Chat with us!

Did this answer your question?