How does participant management work in Quick Event?

Quick Event offers complete participant management with unlimited capacity : • Unlimited participants: No limits on the number of confirmed participants • Google-like instant search: Find any participant in under 1 second • Direct in-app filtering: No Excel exports required for advanced filtering • Real-time updates: Automatic synchronization of all participant data • 360° participant profiles: Complete event history and communication history The administration distinguishes between contacts (potential participants) and participants (confirmed registrations).

What is the difference between contacts and participants?

Contacts vs. participants - two different areas: Contacts (Contact Management): • Potential participants for email campaigns • 7-step status workflow (Created → Invited → Registered) • Mass invitations and segmentation • Import/export for contact lists Participants (participant management): • Confirmed registrations and bookings • Check-in status and QR code management • Complete booking details and payment status • Name badges and PDF generation The workflow: Contacts become participants through successful registration.

How does the participant search and filtering work?

Google-like instant search without Excel export: Intelligent full-text search: • Automatically searches all participant fields • Results in under 1 second • Intelligent concept recognition Advanced filtering: • Unlimited combinable filters • All custom fields can be filtered • Saved filter sets • Export only filtered results No Excel dependency: • All functions directly in the app • Instant filtering and sorting • Mobile-optimized search

What participant data is collected and managed?

Comprehensive data collection in 4 categories: 1. Basic data: • First name, last name, email, telephone • Company, position, salutation, title 2. Booking details: • Ticket type, booking number, booking date • Price, payment status, payment method, invoice number 3. Event data: • Event name, event date, check-in time • Table assignment, workshop selection, dietary requirements 4. Custom Fields: • All user-defined fields • Dropdown values, checkbox options • Conditional and special fields All fields are searchable and filterable!

How does the check-in management work?

Professional check-in system with a 2-second guarantee: QR code check-in: • Each participant receives an individual QR code • Check-in in under 2 seconds via mobile app • Offline sync for events without internet access Check-in features: • Mobile check-in app for iOS/Android • Multiple check-in stations simultaneously • Real-time statistics and monitoring • Check-in status in participant list Reporting: • Live dashboard with check-in numbers • Export of check-in lists • Attendance reports and statistics

What export and reporting functions are available?

Flexible export and reporting options: CSV/Excel export: • All participant data or only filtered lists • Customizable column selection • Booking data and custom fields included Analytics & Reporting: • Real-time dashboard with KPIs • Registration trends and conversion rates • Check-in statistics and attendance analysis Integration: • API access for external systems • Webhook integration for automatic updates

Participant management

Participant management is the heart of every event. Quick Event puts all confirmed registrations, booking data, and check-in statuses in one place — with full-text search, advanced filters, and real-time synchronization. No need for Excel export, no data breaks.

Overview

Quick Event distinguishes between two key areas: Contacts and Attendees . Contacts are potential guests you want to invite to your event—they go through a multi-stage status workflow from "Created" to "Invited" to "Registered." Attendees, on the other hand, are people who have successfully completed the registration process and have a confirmed booking.

As soon as someone registers via the registration form , a participant profile is automatically created. This profile contains all completed form fields, booking information (selected quota , payment status), and the check-in status. If the person was previously saved as a contact, their contact status is updated to "Registered".

Instead of exporting participant data to Excel and tediously filtering it there, Quick Event offers all search and filter functions directly in the app. This saves time and prevents outdated data.

Full-text search

The search bar automatically searches all participant fields—name, email, company, booking number, and any custom fields. Results appear in under a second, even with thousands of participants. You don't need to know which field a term is in: simply enter the search term, and Quick Event will find the matching entries.

Advanced Filters

In addition to free text search, you can combine any number of filters. Filter by check-in status, quota, payment status, registration date, or any custom field. Filters can be combined without restriction, allowing for complex queries—for example, "all participants from company X who booked the VIP quota and have not yet checked in."

Saved filter sets

Frequently used filter combinations can be saved as a filter set and reapplied with a single click. This is especially useful for recurring tasks such as "All VIP guests who haven't checked in" or "Participants without payment." Saved filters are available to all team members.

Participant data and profiles

Each participant has a complete profile that compiles all relevant information. The data is divided into three sections.

Master data

The master data includes the core fields collected during registration: first name, last name, email address, telephone number, and optionally company, position, salutation, and title. These fields are included by default and form the basis for communication, name badge printing, and PDF generation.

Booking data

Each registration includes booking information: the selected quota (ticket type), the payment status, and, if applicable, the invoice number. Group bookings show all individuals associated with the booking. The payment status is updated automatically for Stripe payments.

Custom fields

All fields you defined in the form builder also appear in the participant profile. This includes text fields, dropdowns, checkboxes, date and number fields, as well as conditional fields that were only visible for certain answers. All custom fields are searchable and filterable—they are treated the same as standard fields.

Check-in Management

Quick Event's check-in system is QR code-based. Each participant receives an individual QR code upon registration—either via email, as a PDF ticket , or as an Apple Wallet pass . On the day of the event, you scan the code directly in your browser using the mobile check-in view, without needing to install any additional app.

Check-in typically takes less than two seconds. After scanning, you immediately see the name, the booked quota, and whether the participant has already checked in. Multiple check-in stations can operate simultaneously, and the data synchronizes in real time.

The dashboard lets you track check-in progress live: How many participants are already on site, how many are still missing? Attendance reports can be exported after the event.

Export and Reporting

Although Quick Event allows most analyses directly within the app, you can export participant data as a CSV file at any time. The export takes active filters into account—meaning you only export the participants that match your current filtering. The column selection can be customized so that only relevant fields appear in the export file.

The integrated reporting dashboard displays registration trends, check-in statistics, and conversion rates. A REST API is available for further integration, allowing participant data to be retrieved and updated programmatically.