1. Knowledge
  2. For organisers
  3. Orders and attendees management

Manage your participants orders

This article provides a better look at how to manage and access the booking information of the participants of your events. The "order" tab allows you to get an live overview of your reservation and participants

  1. The different ways to view attendees
  2. How to use the "date view"
  3. How to use the "attendee view"
  4. Pending orders
  5. Access more details on a participant/booking

1. The different ways to view attendees

There are many different ways to view the attendees and reservations for your various products. You will be able to find all attendee manager views on your Smeetz for Business > Orders.

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  • Date view: You can choose the date of your event or activity and see the number of reservations per category, as well as the income obtained.
  • Attendee list: You will see the list of all participants, which you can then sort by filter.
  • Calendar: Overview  all your products by time slot. Read more here
  • Completed Orders: You will be able to see a list of all participants that have successfully bought a ticket to your event
  • Pending Orders: You will be able to see a list of participants, whose ticket orders still need to be accepted or declined under actions.
  • Memberships: You will be able to see a list of participants that bought a membership card.
  • Gift Cards: You will be able to see a list of participants that bought gift cards
  • Vouchers: You will be able to see a list of participants that bought or have vouchers

2. How to use "date view"

On this page, you can see a summary of the number of bookings by status for each product group / ticket by time slot, along with the revenue earned. You can filter the information with:

  • The name of a participant: you will be redirected to the list of participants and see all the reservations of this participant
  • A specific ticket: you will see a summary of the reservations for this ticket by dates
  • The start and end date and time of the ticket (with or without selected ticket): you will see a summary of reservations in a certain date and time range (for a certain ticket or not)

Information that the date view provides: 

  • The number of places reserved under "Reserved".
  • The number of reservations not completed under "Pending".
  • The number of places available under "Available". It is possible to change the number of places available by clicking on the pen.
  • The sum of reserved and waiting places under "Total".
  • Revenues generated by the sale of the activity/event selected under "Revenues".
Capture d’écran 2021-06-18 à 16.46.53On this page, you can:
  • Add a participant to an activity or an event by clicking on "Options". This redirects you to the "create a sale" page (instructions for use).
  • Download the data chosen under "Options" by selecting lines. An Excel file will be downloaded directly.
  • Change the number of tickets available by clicking on the number of tickets in green / the pen. You choose - or + and confirm.
  • Access the reservations / participants of a product for the time slot by clicking on "view". You will be redirected to the "list of participants" page.

3. How to use the page "attendee view"

Here you have the list of all participants. You will need to use the filters to only see participants from a certain product or date.
You can access specific reservations by searching by name of a participant: you will see all the reservations of that participant.

Details of the information provided

You can select the information you want to see on this page by clicking on the settings drawing on the far right at the top. You check and uncheck the data you need.

  • Customer's full name and email
  • Ticket code and booking reference
  • Product name, ticket name, fare name, ticket price
  • Status of payment, reservation, scanning, refund
  • If the participant has completed the additional information
  • Seat, if a seating chart is included in the ticket
  • etc.

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On this page, you can:

  • Add participant, if you want to manually add a participant to the list. This redirects you to the "create a sale" page (instructions for use).
  • Export data: Download the list of selected participants in an excel file
  • Send an email to selected participants: Send a message to all or some participants
  • Cancel and refund the selected tickets: Cancellation with the possibility of refunding tickets
  • Cancel and refund in the form of a voucher the selected tickets: Cancel or refund a ticket in the form of a voucher
  • Resend reservation of selected tickets: Resend a booking confirmation to a customer who has not received it

4. Pending orders

Before an event, you might need to know if you still have pending orders because if the Balance isn't to 0.00 CHF, then the final customers will have an invalidate ticket when scanning the ticket. Therefore, it will be important to check the pending orders. Click on Orders > Pending orders. You can manage form there all your pending orders. 


5. How to see more details of one participant/booking

By clicking on a participant, either under date or attendee view, you will be able to see the booking and ticket details more precisely.

In "Booking details"

  1. > "Options", you can:
    1. Resend the reservation to the participant
    2. Download tickets
    3. Print reservation
  2. >"Edit order"
    1. you are redirected to the "create a sale" page.(user manual).
  3. >"Edit"
    1. you can modify the details of the reservation: first name, last name and email

Under the Tickets> Options section, you can:

  • Print tickets
  • Cancel and refund tickets
  • Cancel and refund tickets as a voucher
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