Manage attendees and check-in

The Participants area in your event's admin panel shows who is attending, and you manage entry from here on the event day.

Participants list

The list shows each attendee's name, the ticket they got and what they paid for it, and their check-in status. When someone used a discount code, the ticket's price is crossed out next to what they paid, followed by how much the code took off as a percentage and the code itself (for example 50% · SPRING50); a ticket a code made entirely free reads Free with 100% beside it. When a ticket was bought on someone else's behalf you see a Bought by line, and people you added by hand carry an Added by organizer mark. You can search by name with the Search participants box at the top, and switch between All, Used and Not Used with the tabs above the list; when there are refunds or cancellations, Refunded and Cancelled tabs appear too. When the event has a waitlist, or someone is still on one, a Waitlist tab comes last: its count is the people waiting for approval, and opening it lets you approve or reject them and filter them by status from the arrow inside the tab.

The summary cards at the top of the page show the main numbers: Total Sold Tickets, Total Revenue, Participation Rate, Daily Sales and Used on Event Day, among others. Total Revenue counts only what was actually paid, so tickets a discount code made free and people you added by hand add nothing to it. You can choose which cards appear from the Stats icon.

If you attached a form to the event, an Attached form box sits above the list; Go to form takes you to all of the responses. To see one person's answers, press the Form answers icon on their row. See Reading form responses.

Participant details

Press the arrow on an attendee's row and a Participant Details panel slides out from the side; on a phone, tap the person's name and the panel opens full screen. It shows the person's photo, bio and social accounts, their status, Registration Time, phone, ticket and Ticket No. You add and remove the person's tags here, and a short Timeline shows when they registered and, if they have, that they checked in. Mark as checked in at the bottom of the panel checks them in by hand.

While the panel is open, the page address points to that person. Send that link to another organizer and the page opens straight on that person's details.

If you co-host the event with another community, that community's admins see this list but not the revenue, refunds or per-attendee payment details.

The event-day strip

On the day one of your in-person events runs, a green strip appears across the top of the admin panel: it names the event, says whether it has started, and Go to check-in takes you straight to the participants page in one click. It's there whichever page of the panel you're on, even the community chooser. If that page has unsaved changes, you're asked about them before it takes you away.

The strip only appears for in-person events happening today; it does not appear for online events or for one that has already ended today. Dismiss it and it stays gone for the rest of the day.

Check in with QR at the door

On the event day, open the scanner from the participants page: on a phone, press the Start scanning to check in button above the numbers; on a tablet or computer, press Scan to check in at the top of the page. The camera opens (the rear one on a phone or tablet).

Point the camera at the attendee's ticket QR code. The result shows instantly:

• Checked in (green): The person was let in successfully.
• Already checked in (yellow): This ticket was scanned before.
• Ticket not found for this event (red): The code does not belong to this event.

If a scan fails, hold the same ticket up again once the result is gone and it is read again.

To let several people in at once, select them in the list and press Check-in selected in the bar at the bottom. If you checked someone in by mistake, tap the check-in mark on their row again; Gathin asks Undo this check-in?, and confirming undoes it.

Door QR

The Door QR icon at the top of the participants page (on a phone, in the row of icons beside the search box) opens a single code you can place at the entrance. Save it with Download, print it and put it at the door. Attendees scan it and sign in with Google; anyone without an account gets a Gathin account. They get their ticket on the spot, and they are checked in right then when possible. Their screen shows a code with their ticket number; if the automatic check-in did not go through, staff scan that code with the scanner to let them in.

The door QR is for free, registration-based events. On an event with paid tickets, whoever scans it is told to continue to checkout and shown a Go to tickets button.

Add attendees and export

Press Add Participant and the Bulk Import Participants window opens. You can type a first name, last name, email and ticket type row by row, or upload a .xlsx, .xls or .csv file with Import from Excel. Apply to All gives the ticket type you picked to every row; turn on Payment Done if you have already been paid.

When you upload a file, Gathin first opens a Match the columns step: you check whether each column is a first name, surname, full name, e-mail or ticket, tick First row is a header if needed, and see a preview underneath. You cannot continue until the name and e-mail columns are picked. Then, when you press Save, it tells you what will happen before it does it: how many rows will be sent, that rows with no surname will be saved as "-", and that rows already on the list or missing something will be skipped. Send starts the import and shows its progress.

You can export the list as a file; it has the amount each person paid and, beside it, the discount code they used and the percentage it took off. When you select people in the list, the bar at the bottom lets you tag them all at once with Edit Tags, or export only the ones you selected.

Resend a ticket

"I never got my ticket email" is the message you'll hear most. Open the person's Participant Details panel and press Resend ticket. The ticket email goes to the same address again.

No new ticket is issued. It's the same ticket with the same QR code. If they later find the original email, both work.

A cancelled or refunded ticket can't be resent; the button is inert there and says why.

Visitors tab

In the event's admin panel, the Visitors tab under the Performance group shows how much traffic your event page is getting: visit counts, unique visitors, and how they move over the date range you pick. For visitor analytics across your whole community, see Your dashboard and analytics.