Manage the participant list, waiting list and attendance
You see who accepted and who is on the waiting list, tick off after the event who attended – or let members check in with a code.
EventsBasic (free)Checked on 30.10.2026
Prerequisites
- You created the event or have the permission “Edit all events”.
- The event has accept and decline switched on.
Who may do this?
The event leadership (creator or the permission “Edit all events”) keeps the attendance list. People see the participant list only if “Participant list visible” is on; the event leadership additionally sees the notes on file. Every member sees their own attendance.
Step by step
View participants
On the event page “Participants” shows acceptances, maybes and the waiting list. If the list is hidden from participants it says “Visible to the event leadership only”. The number of spots is under “Participation” (“… accepted of … spots”, “… free”, “fully booked”).
Understand the waiting list
If the event is fully booked, further acceptances go onto the waiting list. When a spot becomes free the next person moves up.
Open attendance
In the menu “Actions ▾” open “Attendance” (“Keep the attendance list: who was there?”). For a series choose “Which event of the series?”. Attendance can only be recorded shortly before the event starts.
Tick off attendees
Click “All acceptances present” to take over all acceptances and then mark each person “Present” or “Not present”. Find more members via “Search member”.
Check-in by code
Under “Check-in by code” click “Generate code” and show the six-digit code on site. Members enter it on the event page under “Check in” and are recorded as present. The code is valid for 90 minutes; “New code” generates another, “End check-in” switches it off.
Evaluate
The evaluation of all attendance lists is in club life, view “Leadership”, under “Planning and minutes” in the entry “Attendance”.
You can find the feature here: /termine/<id>/anwesenheit
Common errors and solutions
- “The participant list of this event is not visible.”
- The event has “Participant list visible” switched off. Only the event leadership sees the list.
- “Attendance can only be recorded shortly before the event starts.”
- Wait until shortly before the start and open the list again.
- “At least one person is not a member of this organization.”
- You record attendance only for members.
- “The list is not available” (“The event leadership keeps the attendance list.”)
- You have no right to keep the list. Ask the event leadership.
- “The code could not be generated.” / “Checking in did not work.”
- Generate a new code. It is valid for 90 minutes only.
Good to know
- Only whether someone was there is stored – no reasons or notes. Each member sees only their own entries (Settings, My attendance).
- For children the event leadership reports attendance; the parents’ acceptance is the basis.
- Taking part in an event is personal information. The event leadership controls the participant list, never the person.