Attendee manager

The attendee manager is the list of everyone at your event, for planners. Each row is one attendee with their details, registration status, travel, hotel and room. The list comes from what you add or import here and from what attendees enter on their registration form. Booking references come from your travel agency's booking data.

On a phone the table becomes one card per attendee. Use Expand all or Collapse all above the cards to open or close them together.

Add attendees#

In a new event the page starts with two choices, Import list and Add attendee manually. Once the event has attendees, use the Add attendees icon in the toolbar. It opens a small menu with Add manually and Import list.

One at a time

1. 1
   Choose Add manually.
2. 2
   Fill in First name, Last name and Email address. These three are required.
3. 3
   Add the optional details. These are Contact number, Role, Position, Group, Subgroup, the Check-in / Check-out dates and the Arrival / Departure dates.
4. 4
   Press Add to list. The person appears under Attendees to add. Repeat for everyone you want to add.
5. 5
   Press Submit. The button shows how many people it will add.

app.thehapr.com/hub/…/attendee-manager

1. 1Add the person to the list on the right.

If you close the window before you submit, the list you started is kept in your browser for next time. Pressing Submit with a valid form still open adds that person too.

From a spreadsheet

1. 1
   Choose Import list.
2. 2
   Drop a CSV file onto the window, or click it to browse. Not sure of the format? Press Download template.
3. 3
   Check the column matching. HAPR matches each column to the closest field. Press a column's field name to change it, or set it to ignore the column. Required fields are First name, Last name, Email address, Role, Arrival date and Departure date, and a warning lists any that are not matched yet.
4. 4
   Answer any date questions. If every date in a column could be read two ways, choose Day / month or Month / day. If a column mixes the two, use a clear format such as 2026-10-20 or 20-Oct-2026.
5. 5
   If your file names hotels, say which room block hotel each one is. You can pick one, press Use suggestions, choose Add as a new hotel…, or keep the name as a placeholder.
6. 6
   Press Import. The button shows the number of rows. Keep the window open until it finishes.

app.thehapr.com/hub/…/attendee-manager

1. 1Drop a CSV file here, or click to browse.
2. 2Download a template if you are not sure of the format.

When it finishes you see how many attendees were imported and how many records were updated, with any skipped rows and the reason for each. Press Import more to run another file, or Close.

Good to know about imports.

• Only CSV files are read. An Excel file is refused with a message that tells you to save it as CSV first.
• A row with an Attendee ID updates that attendee. With no ID, a match on first name, last name and email in the same event updates them. Otherwise a new attendee is created. Attendee ID is optional and is made for you when blank.
• An update only changes fields that you mapped and that are not blank.
• Passport and ID fields are left as they are once an attendee has started or submitted their registration.
• Rows with an invalid email are skipped. Rows that repeat the same Attendee ID, or the same name and email, are merged into one.
• For people who travel more than once, add columns such as "Trip 2 arrival date" and map them under Trip 2 to Trip 5. Trip 1 is always the main trip.
• If the file has dietary or religion answers, HAPR asks you to confirm that those attendees agreed to share them.

See also Importing spreadsheets.

app.thehapr.com/hub/…/attendee-manager

1. 1Add manually opens the form for one person at a time.
2. 2Import list opens the spreadsheet importer.

Invite attendees to register#

1. 1
   Tick the attendees you want to invite.
2. 2
   Open Send email in the bar that appears and choose Send Registration Link.
3. 3
   In the Send registration link window, check the number of people and press Send link.

Each person also gets a second email with their access code, because the code opens the form the link points to. Their status changes to Invitation sent. Attendees without an email address are skipped.

If you select players who belong to a team, the email goes to their team manager with the team link, once per manager. The result tells you how many team members this covered.

When the send ends you see one of Emails sent, Sent, with problems, Nothing sent or Send stopped. Anyone who could not be reached is listed under Did not arrive with the reason, up to ten names. Each failure is also written to that attendee's own record.

Send other emails#

Open Send email to see the email templates saved for this event. Typical entries are Send Access Code and Send Reminder, and each saved template appears as Send followed by its name. Choosing one sends it straight away to everyone selected. Templates are managed in Email setup.

For a one-off message choose Custom email….

1. 1
   Fill in Subject, an optional Cc, the Greeting and the Message. Leave a blank line to start a new paragraph.
2. 2
   Under Add to your email, tick any extras you want. These are Registration link button, Access code, Contact and Closing.
3. 3
   Check the Live preview.
4. 4
   Press Send to followed by the number of people.

Words in double curly brackets, such as the first name, event name, registration link and access code, are filled in for each person. To reuse the email, type a Template name and press Save as template. It then appears in the Send email menu.

See Emails and messages.

Read the table#

The cards above the table count attendees. By default they show Attendees, Pending invite, Awaiting response, Submitted, Booked (a flight booking is matched) and Needs a room (no hotel on any trip). Aging counts people who were invited more than 24 hours ago and have not replied. It only counts links sent from HAPR, and it is off by default. Cancelled attendees are not counted on any card.

The table shows one row per attendee, or one line per trip for people with several trips. The columns are the attendee, team or department and entity or game, role, position, the four statuses, travel requirements, requested room, hotel, assigned room, check-in and check-out, room nights, arrival and departure, and the PNR (flight booking reference).

• The number beside PNR shows how many attendees have a booking matched, and the time it was last updated. A blank cell means no booking matched. It does not mean the person did not fly. A dash means the airline booking is shared by several travellers, so it cannot be given to one person. A dotted underline means a weaker match by email and project code. Press the reference to see the booking detail.
• The table shows 100 attendees a page. Use Prev and Next, or the page controls above the table.
• On a narrow screen, use the arrows at the sides to scroll the table.

The status pills are Pending Invite, Invitation sent, Started, Submitted, Update requested, Updating and Cancelled. HAPR sets most of them as people move through the form. You can only choose Update requested (reopens their form) and Cancelled (takes them off the event, locks the form and frees their place) by hand. A cancelled attendee stays in the list with their history. Info, Visa and TMC are separate status columns. TMC is the travel agency's status and is read only here.

Find people#

• Type in the search box. It looks at name, email, attendee ID, PNR, team and role.
• Press the funnel icon in a column header to filter by that column's values. Where a column holds two things, such as team and entity, choose which one you are filtering. A filled funnel means a filter is on.
• Press the Group rows icon and tick Entity/Game, Dept/Team name or Role. Rows are grouped in that fixed order whatever order you tick them, and the counts cover everyone who matches your filters. Press Remove grouping or the Grouped by chip to undo it.
• Press Clear all to remove every filter and the selection.
• If a status change moves people out of the view you are filtering, the table tells you and offers a link to view the new group.
• Admins also see a small Needs your attention card in the lower right. It lists attendees with No hotel assigned, Placeholder hotel only, Placeholder room type only, Pending invite and Open action items. Press a line to filter the table to those people. Press the information icon to see what each means. It can be minimised or closed.

Change a row in the table#

Many cells can be changed in place.

• Position is a list for the Player role and a free text box for every other role.
• The status pills open a menu of choices.
• Requested room, Hotel and Assigned room open a menu per trip. Assigned room only offers the room types of the chosen hotel, and shows Not in room block if the saved type is not in that hotel's block. A hotel name in grey is a placeholder from an import, not yet assigned.
• Press the Check-in / Check-out and Arrival / Departure boxes to pick a date range.
• The travel requirement icons show visa, flight, accommodation, catering and extra baggage. Press one to switch it. HAPR asks you to confirm, warns you if it clashes with what the attendee said or with a booking or hotel, and records the change in their history. An amber icon means the attendee answered No but a booking or hotel exists.
• If a room chip such as Room 3 shows, press it to see who shares the room. Press Ungroup room to split it.

The Actions column has four buttons.

• Add trip adds another trip line for that person.
• The globe opens their registration form, or their group registration for a team player. It works once they have started or submitted.
• The pencil opens the edit drawer.
• The chat icon opens the attendee's communication drawer with the tabs Activity, Actions and Comments/Notes. A number shows unresolved action items plus unread items.

When a person has more than one trip, a bin icon on each trip removes it after you confirm. Removing a trip also removes its hotel, room and dates, and cannot be undone.

Change many attendees at once#

Tick attendees. A bar shows how many are selected. Press Clear to unselect them.

• Details sets Role, Position, Entity/Game title and Dept/Team on everyone selected. Anything you leave blank stays as it is. A second step says how many records will change and that it cannot be undone from here. Press Proceed to apply it. If some selected people own teams, their teams are filed under the new entity too.
• Rooming has Assign hotel & room type…, Room sharing and Ungroup room sharing.
• Travel has Change arrival & departure… and Change check-in & check-out….
• Status has Registration status…, Info status… and Visa status…. The registration status choices are Update requested and Cancelled.
• Delete removes the selected attendees.

For the editors under Rooming, Travel and Status, choose the values in the strip that appears and press Apply to followed by the number. A date left blank is not changed. A status change shows a message with Undo and a link to view the new group.

app.thehapr.com/hub/…/attendee-manager

1. 1Rooming groups people or assigns hotels.
2. 2Delete removes the selected attendees for good.
3. 3Clear unselects everyone.

Room sharing

1. 1
   Select at least two attendees who stay at the same hotel with the same room type. HAPR uses the assigned room type, or the requested one if none is assigned.
2. 2
   Choose Rooming, then Room sharing.
3. 3
   With two people they are grouped at once. With more, a window called Maximum pax per room? asks for the room size. Enter it and press Group. HAPR splits them into rooms of that size, and any remainder forms a smaller room.

If HAPR cannot group them it explains why, in a window called Room sharing. The reasons are that fewer than two are selected, the hotels differ, no room type is set, the room types differ, or the stays do not overlap on the same nights. A person with no travel dates does not block the grouping, and HAPR says the overlap could not be checked. If a room would mix genders, you are asked Some rooms would mix different genders. Group them anyway?

For rooms across a whole event, see AI room assignment and Rooming list.

Delete attendees

1. 1
   Select the attendees and press Delete.
2. 2
   Read the warning. It removes the attendee record, their uploaded files, their activity history and the linked room block data, and it cannot be undone.
3. 3
   Press Delete followed by the number.

Edit one attendee#

Press the pencil on a row. The Edit attendee drawer has three tabs.

• Details covers identity (first name, last name, email, nickname for players, role, position, entity or game title, department or team), team cap for a team manager, Cost centre / Project code, and travel and accommodation. Travel includes hotel, requested and assigned room type, arrival, departure, check-in and check-out dates, airports, travel requests, and the Flight required, Hotel required, Extra baggage required and Catering required switches.
• Passport & Address shows the attendee's 2×2 photo and passport image as previews, with their passport details, phone, home address, visa support answers, health and accessibility answers, clothing sizes and social media. You cannot upload a photo or passport image for an attendee here. Attendees add them on the registration form.
• Teams is for team managers. See below.

Press Save changes. If you changed a travel requirement, HAPR asks you to confirm and records it in the attendee's history. Changing the first or last name on Details also changes the passport name when one is saved.

The dietary and accessibility answers are only kept with the attendee's consent. To save changes to them, tick The attendee agreed to share their dietary and accessibility answers. Unticking it withdraws consent.

Press Export data at the foot of the drawer to download everything held about that attendee as one file, for example when they ask for their data.

app.thehapr.com/hub/…/attendee-manager

1. 1The Details tab holds identity, billing and travel.
2. 2Passport & Address holds document and personal details.
3. 3Save changes stores your edits.

app.thehapr.com/hub/…/attendee-manager

1. 1The Passport & Address tab.

Team managers

Group contacts, called POCs, can register a team themselves. Only an attendee with the Player role can be made a POC.

1. 1
   Open the attendee, go to Teams and press Assign as POC.
2. 2
   Press Add team and enter the Team name, Game title and T&A, the number of places in the roster.
3. 3
   Set the team's Arrival date and Departure date. They are required for a new team, and every player added to it starts from them.
4. 4
   Press Save teams.

With one team, the team cap on Details and the team's T&A are the same number. With several teams the cap is their total and is set per team on Teams. You can also change a single team's T&A in the T&A number in the table. An attendee who is not a Player is told to change their role to Player first.

Ask a team to fix missing details#

When a team manager has submitted a team form but one attendee's details are missing or wrong, reopen the form.

1. 1
   Set the attendee's status to Update requested. A form stays locked until that attendee's own status changes, so do this for every attendee who needs to resubmit. A bulk Status change does the whole team at once.
2. 2
   Select the team manager and choose Send email, then the email to send.

Download a list#

1. 1
   Press the Download icon.
2. 2
   Under Filters, narrow by Entity/Game title, Dept/Team, Role or Status. Leave them empty to download everyone.
3. 3
   Under Columns in export, drag columns into order. Tick more under Available fields, or use Select all.
4. 4
   To reuse the setup, press Save as preset and name it. Pick it again later from Presets. The star sets your default and the bin deletes it. Default is the built in set of columns.
5. 5
   Press Download followed by the row count. The file is a CSV.

You can also tick Passport (PDF) or 2×2 picture under Files to get a ZIP with a file per attendee. Presets are yours alone and belong to this screen. For visa work, Enable download status update marks the downloaded attendees as downloaded. See Downloads and PDFs and Visa management.

If the event's attendee data will be anonymised, a note above the table gives the date. Download anything you need before then.

Add a hotel#

Press the bed icon in the toolbar to add a hotel to the event's room block without leaving the page. See Room block management.

Attendee settings#

Press the More icon (three dots) and choose Settings. There are four tabs. Settings are kept per event, so everyone working on the event sees the same choices. Each tab has its own save button.

Dropdown values (press Save values)

• Show a marker on travellers who are not in the attendee manager is a switch. It affects the Event cost summary and the Shuttle report. Turn it off for an event that is open to anyone.
• Issue reports go to lists up to three people who are copied on every issue reported from this event. Press + Add contact and enter a name and email.
• Player positions is the list offered when an attendee's role is Player. Press + Add position. Built in positions are marked Fixed and cannot be renamed or removed.
• Info status, Visa status and TMC status each have default values. Press Add value, name it and pick a colour. Choose which roles the value is for, or leave it for all roles.

Form assignment (press Save assignment)

Press Add rule, choose a role and a published form. Rules are read from the top and the first match wins. Any role matches everyone. Attendees with no matching rule get their default form. If no forms are published yet, the tab tells you to publish one first.

Show/hide fields (press Save fields)

Tick the registration questions to show as extra table columns, by group or one at a time. All are off at first, because each one makes the table wider. Shown columns can be edited in the table.

Metrics card (press Save cards)

Choose between four and six cards. Use the arrows to reorder, the cross to hide a card, and the + buttons to add one back. The choices are Attendees, Pending invite, Awaiting response, Submitted, Booked, Needs a room and Aging.

app.thehapr.com/hub/…/attendee-manager

1. 1The Metrics card tab.

app.thehapr.com/hub/…/attendee-manager

1. 1Dropdown values holds contacts, positions and status values.
2. 2Form assignment sends roles to registration forms.
3. 3Metrics card chooses the cards above the table.
4. 4Save values stores the Dropdown values tab.

Share access#

Admins also see Share access under the More icon. It opens a drawer for sharing this event with other people. See Roles and access.

Good to know#

• Press AI recommend (the sparkle icon) to get room suggestions for the selected attendees, or for everyone unassigned if none are selected. See AI room assignment.
• Changes made by other people appear on your screen shortly after, unless you have a drawer open.
• The Also schedule a reminder option on the Send registration link window does not send reminders yet. To chase people, select them and use Send Reminder from the Send email menu when your event has a reminder email.
• Each account has a daily email limit. A send that would pass it sends nothing, so try a smaller selection.
• If your plan limits attendees, those above the limit are on hold. Their details are hidden and they cannot be edited, emailed or changed in bulk until unlocked. A note above the table says how many, and a billing admin can unlock them there. See Quotas and credits.

If something looks wrong#

• An Excel, Numbers or OpenDocument file is refused. The message names the file. Open it in its own app, choose File, then Save As, then CSV, and drop the CSV file instead.
• That file has no columns the import could read. Check the file opens as a table with column names in the first row.
• No row can be imported. Map the required fields to columns that hold data, or fix the file.
• Some attendees are on hold or This attendee is on hold because the event is above the plan's attendee limit. Unlock them in the attendee manager.
• This send would pass your account's daily email limit, so nothing was sent. Send fewer, or send the rest tomorrow.
• Select at least two attendees to group into a shared room. Tick two or more people first.
• Registration not started yet (on the globe). The form opens once the attendee has started.
• No attendees match your filters. Press Clear filters.