How do I manage and export the participant list?
To manage the participants of an event, open the Participants tab of the event, in the dashboard or in the Donoor app: there you can filter, search and export the list at any time, even while sales continue.
Two other tabs complete this view: To process for bookings not yet paid, and Waiting for people on the waiting list when a rate is sold out.
Open, filter and search the list
- In the menu, click Ticketing, open the event, then the Participants tab.
- Search for a person by their name or email.
- Filter by status and, if the event has several rates, by rate using All rates.
| Filter | What it shows |
|---|---|
| Valid | Paid tickets, not yet scanned at the entrance |
| Scanned | Tickets already validated at the entrance |
| Not scanned | Valid tickets that have not yet been used |
| To settle | Ticket already issued, with an option or a change of rate not yet paid |
| Cancelled | Cancelled tickets |
| Partial refund / Full refund | Tickets with a partial or full refund |
Each row shows the participant, their rate, the options chosen, the amount paid, the ticket number, the status and the purchase date. The Manage button opens the full ticket details.
Important: a booking not yet paid never appears in this list or in your sales statistics: it lives only in the To process tab, so that the number of participants displayed always matches what has actually been paid.
Export the list for the day of the event
In the dashboard, click Export at the top of the event page, then choose a format: Excel (.xlsx), CSV (.csv) or PDF (.pdf). In the mobile app, the export button in a participant's details directly offers a CSV file, shared like any other file on your phone.
All three formats contain the same columns: name, email, phone, rate, status, check-in date (or "No" if the person has not yet entered), then one column per question in your registration form — age, allergies, dietary requirements, medical certificate, etc. — in the order you set them when configuring the event. A question left unanswered simply leaves the cell empty.
Tip: the PDF gives a table ready to print for the reception desk; the Excel or CSV is easier to send to a caterer or supplier to prepare badges, meals or equipment.
Follow up on a particular participant
Search for them by name or email, then click Manage (or open their record in the app) to see their rate, options, whether their entry has already been recorded and whether a refund has been requested. To refund a ticket or handle a dispute, see refunding a payment and handling a dispute. For checking entries on the day of the event, see check-in at the entrance.
If the event is full: the waiting list
When a rate has no places left, interested people can sign up on the waiting list rather than leave empty-handed. This sign-up does not reserve or pay for any place: it is simply a mark of interest, in order of arrival.
- As soon as a place becomes free (cancellation, refund), the first people on the list automatically receive an email with a link to book and pay for their place themselves.
- You can also notify someone manually with Notify, from the Waiting tab.
- The person must then place their order themselves on the event page: nothing is charged automatically in their name.
Good to know: being on the waiting list does not guarantee a place. If you have several rates, each person specifies the one they want, or answers "No preference".
Who can view and manage participants?
In Settings › Team, each member has rights per activity. For ticketing, they are distributed by default as follows:
| Action | Owner / Administrator | Volunteer | Member |
|---|---|---|---|
| View ticketing and participants | Yes | Yes | Yes |
| View ticket amounts | Yes | No | No |
| Add a participant, manage "To process" | Yes | No | No |
| Export the list | Yes | No | No |
| Validate tickets at the entrance (scanner) | Yes | Yes | No |
These rights can be adjusted member by member: see inviting your team and managing their rights. The detailed steps for the participant list are also filmed in the Ticketing training.
Key takeaways
- The Participants tab can be filtered by status and by rate, and searched by name or email.
- An unpaid booking only appears in the To process tab, never in the participant list.
- The export (Excel, CSV or PDF) contains name, email, phone, rate, status, check-in and all answers to the registration form.
- The waiting list is free and without commitment: the person must pay themselves as soon as a place becomes free.
- Only the owner and administrators add participants, manage "To process" and export by default; volunteers can scan tickets at the entrance.