Participant List, Filters & Export

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).

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.

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

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!

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

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

Yes. Quick Event supports multiple simultaneous users on the same event. Your team can search, filter, and update participant data in parallel without conflicts, because all changes synchronize in real time. This is especially useful on the day of the event when several staff members are running check-in stations at the same time.

Quick Event lets you delete individual participant profiles directly from the participant list. Deleting a record removes the personal data from the system, which satisfies typical GDPR erasure requests. Because all data is stored within Quick Event rather than scattered across email threads and spreadsheets, you always know exactly where personal data lives and can act on deletion requests quickly.

When a registrant books on behalf of multiple people, Quick Event creates individual participant profiles for each person in the group and links them to the same booking. You can see all group members from any individual profile. The shared booking number, payment status, and ticket type are visible across all associated participants, so you never lose track of who belongs to which group booking.

Yes. Quick Event can generate PDF tickets and name badges from participant data without any external tool. Each participant automatically receives an individual QR code that is embedded in the PDF ticket and can also be added to an Apple Wallet pass. You can trigger PDF generation individually or in bulk from the participant list in the studio dashboard.

Quick Event's check-in view is browser-based and designed to work on any mobile device. For venues with unreliable connectivity, the system includes offline sync so that scans made without an active connection are queued and synchronized once the device comes back online. This ensures you never lose a check-in record even if the venue Wi-Fi is unstable.

The advanced filter panel in Quick Event lets you filter the participant list by payment status in a single click. You can combine this with other filters — for example, show only participants in the VIP ticket category who have a pending payment. Saved filter sets mean you can bookmark this view and reopen it instantly without reconfiguring the filters each time.