Manage submissions

You can access registration management by opening an event in the page editor and clicking on the yellow link “Show list of submissions”. The yellow link is only visible to logged-in users who have administrative rights for an event.

Person lists

Three different booking lists are displayed in submission management:

Participants: List of bookings for people who have successfully registered via the registration form or bookings for people who have moved up from the waiting list.

Waiting list: Bookings for people who have registered for the waiting list via the registration form. This applies if the event was already fully booked at the time of registration but there were still places available on the waiting list.

Cancelled submissions: List of bookings that have been cancelled by the administrator.

Registered persons do not automatically move from the waiting list to the participants. As soon as a place becomes available, e.g., due to a cancellation, the administrator can manually move a waiting list candidate up. Likewise, persons cannot cancel their registration themselves or change the group size. A registration is always adjusted by the administrator.

For the process of moving up and canceling, as well as for changing the group size, there are buttons that will be visible when you open the detail view of a registration.  

Below the three lists of persons, there are yellow buttons for exporting and deleting registrations:

CSV / Excel. Exports registrations as a CSV or Excel file. See also the documentation on export configuration options.

Delete now. Unlike the Cancel function, this button irrevocably deletes the registrations. Deleted records cannot be restored.

Above the three participant lists, there is an additional “Select” button. When this button is clicked, the registration management switches to selection mode and a selection box appears for each registration. The selection boxes can be used to select or deselect individual registrations for export or deletion.

If selection mode is activated by clicking the “Select” button, only the selected data records are exported or deleted, rather than all of them.

By default, participants and waiting list candidates are selected in selection mode, while cancellations are deselected.

Automatic email notifications are sent when the status of a registration changes:

Confirmation email: The email is sent when a registration is received. If there are still places available, the interested party receives an email in the form of a registration confirmation. If, on the other hand, there are only places on the waiting list, a confirmation email with a waiting list note is sent.

Move up email: The email is sent after the administrator has clicked the Move up button for a candidate on the waiting list.

Cancellation email: The email is sent after the administrator has clicked the Cancel button for a participant.

Notification of change in group size: The email is sent after the size of the registered group has been changed.

All four email notifications can be enabled or disabled. By default, the emails are disabled. To enable them, the option “Enable confirmation email” must be selected in the form content in the Email configuration tab under Confirmation emails for the user.

While the text of the first confirmation email can be freely configured by the administrator in the form content, a standard email with predefined text content is sent by the system in the event of replacement, cancellation, or change of group size.