> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/devcarlosperez/EcoEvents/llms.txt
> Use this file to discover all available pages before exploring further.

# Attendee Tracking

> Streamline registration, check-in, and communication with comprehensive attendee management tools

## Overview

EcoEvents provides powerful attendee tracking capabilities that make registration seamless, check-in effortless, and communication meaningful. Our platform integrates sustainability into every touchpoint, educating and engaging attendees while collecting valuable data for impact measurement.

<CardGroup cols={2}>
  <Card title="Smart Registration" icon="user-plus">
    Customizable forms with sustainability education and carbon offset options
  </Card>

  <Card title="Contactless Check-In" icon="qrcode">
    Fast, paperless check-in via QR codes and mobile devices
  </Card>

  <Card title="Real-Time Tracking" icon="radar">
    Monitor attendance patterns and capacity management live
  </Card>

  <Card title="Eco-Friendly Communications" icon="envelope">
    Digital-first messaging with sustainability tips and updates
  </Card>
</CardGroup>

## Registration Management

### Creating Registration Forms

Design custom registration experiences that align with your sustainability goals:

<Tabs>
  <Tab title="Form Builder">
    Use our drag-and-drop form builder to create:

    **Standard Fields:**

    * Name, email, organization, job title
    * Dietary preferences (with plant-based option highlighting)
    * T-shirt size (with sustainable merchandise option)
    * Accessibility requirements

    **Sustainability Fields:**

    * Transportation method (for carbon calculation)
    * Carbon offset opt-in with pricing
    * Digital vs. printed materials preference
    * Participation in green initiatives (tree planting, beach cleanup, etc.)
    * Sustainability interests and priorities

    **Custom Fields:**

    * Add unlimited custom questions
    * Support for text, multiple choice, checkboxes, dropdowns
    * Conditional logic based on previous answers
    * File uploads for required documentation
  </Tab>

  <Tab title="Pricing & Tickets">
    Configure ticket types and pricing:

    * **Early Bird Tickets** - Reward advance planning
    * **Green Discount** - Offer reduced rates for attendees who commit to sustainable choices (public transit, plant-based meals, carbon offset)
    * **Tiered Pricing** - General admission, VIP, student, group rates
    * **Add-Ons** - Workshops, meals, merchandise, carbon offsets
    * **Promo Codes** - Create discount codes for partners and sponsors

    <Note>
      Consider offering a 10-15% "Green Attendee" discount for those who choose all sustainable options. This incentivizes eco-friendly behavior and typically increases participation rates.
    </Note>
  </Tab>

  <Tab title="Payment Processing">
    Secure payment collection with sustainability tracking:

    * Accept credit cards, digital wallets, and bank transfers
    * Automatic carbon offset calculation and collection
    * Donation matching for environmental causes
    * Transparent fee breakdown showing sustainability investments
    * Invoice generation for corporate attendees
    * Refund management with policy enforcement
  </Tab>

  <Tab title="Confirmation & Communication">
    Automated post-registration engagement:

    * Instant confirmation emails with QR code tickets
    * Sustainability guidelines and green travel tips
    * Calendar invitations (.ics files)
    * Pre-event reminders with actionable eco-tips
    * Personalized recommendations based on registration data
  </Tab>
</Tabs>

### Registration Settings

<Accordion title="Capacity Management">
  Control event capacity with precision:

  * Set overall event capacity limits
  * Configure per-session or per-track limits
  * Enable waitlist functionality with automatic promotion
  * Real-time availability updates on registration page
  * Capacity alerts when thresholds are reached (75%, 90%, 100%)

  Track capacity against sustainability targets (e.g., venue energy efficiency decreases with overcrowding).
</Accordion>

<Accordion title="Early Bird & Deadlines">
  Create urgency and improve planning:

  * Set multiple pricing tiers with date triggers
  * Configure early registration deadlines for catering/materials planning
  * Automatic price increases at specified dates
  * Final registration cutoff dates
  * Late registration options with premium pricing
</Accordion>

<Accordion title="Group Registration">
  Facilitate team and corporate bookings:

  * Allow single user to register multiple attendees
  * Bulk discount pricing for groups
  * Group leader dashboard for managing team
  * Split payment options
  * Team sustainability challenges and leaderboards
</Accordion>

<Accordion title="Approval Workflows">
  Manage invitation-only or curated events:

  * Require admin approval before registration confirmation
  * Set criteria for automatic approval
  * Custom approval workflows for different ticket types
  * Reviewer assignments and notifications
  * Bulk approval tools
</Accordion>

## Check-In System

### Digital Check-In Options

EcoEvents offers multiple contactless, paperless check-in methods:

<CardGroup cols={2}>
  <Card title="QR Code Scanning" icon="qrcode">
    Fastest option for high-volume events

    * Attendees receive unique QR codes via email
    * Staff scan codes using mobile app or tablet
    * Instant validation and badge printing
    * Works offline with background sync
  </Card>

  <Card title="Self-Service Kiosks" icon="tablet-screen">
    Reduce staffing requirements

    * Attendees check themselves in at kiosks
    * QR code or email lookup
    * Self-print digital badges
    * Collect additional on-site information
  </Card>

  <Card title="Mobile App Check-In" icon="mobile">
    Most eco-friendly option

    * Attendees use smartphone as badge
    * NFC or Bluetooth beacon validation
    * Zero printed materials
    * Real-time location tracking (opt-in)
  </Card>

  <Card title="Facial Recognition" icon="face-smile">
    Cutting-edge convenience

    * Pre-upload photos during registration
    * Walk-through check-in with no device needed
    * GDPR/privacy compliant
    * Optional feature for willing attendees
  </Card>
</CardGroup>

### Badge Management

<Tabs>
  <Tab title="Digital Badges">
    The most sustainable option - no physical materials:

    * Display on attendee smartphone via mobile app or web
    * Includes QR code for session access and networking
    * Real-time updates (schedule changes, announcements)
    * Interactive features (agenda, maps, vendor info)
    * Export to Apple Wallet or Google Pay

    <Note>
      Digital badges reduce waste by 100% and save an average of \$3-5 per attendee in printing costs.
    </Note>
  </Tab>

  <Tab title="Eco-Friendly Physical Badges">
    For events requiring physical badges:

    * **Recycled Materials** - Print on 100% post-consumer recycled cardstock
    * **Reusable Holders** - Bamboo or recycled plastic lanyards with collection bins
    * **Seed Paper Badges** - Plantable badges embedded with wildflower seeds
    * **Minimal Design** - Black and white printing to reduce ink usage
    * **Digital Hybrid** - Small physical badge with QR code linking to digital info

    Design templates ensure optimal use of badge stock with minimal waste.
  </Tab>

  <Tab title="Badge Customization">
    Personalize badges for different attendee types:

    * Color coding by ticket type or access level
    * Custom fields (name, organization, pronouns, social handle)
    * Session access indicators
    * Sponsor branding zones
    * Sustainability badges ("Green Attendee", "Carbon Neutral")
    * Accessibility indicators (optional)
  </Tab>
</Tabs>

### Check-In Analytics

Monitor check-in performance in real-time:

* **Live Counter** - Total checked-in vs. expected attendance
* **Time-Series Graph** - Check-in rate throughout the day
* **Queue Monitoring** - Average wait time and bottleneck detection
* **Station Performance** - Check-ins per station to optimize staffing
* **No-Show Tracking** - Identify patterns for future planning

## Attendee Communications

### Email Campaigns

Keep attendees informed with targeted, eco-conscious messaging:

<Accordion title="Pre-Event Sequence">
  Automated email series leading up to the event:

  **Registration Confirmation** (Immediate)

  * Thank you message with ticket details
  * QR code for check-in
  * Sustainability overview and your event's green goals

  **Preparation Guide** (2-3 weeks before)

  * Event logistics and what to expect
  * Green travel options and directions
  * Packing list emphasizing reusable items (water bottle, utensils)
  * Carbon offset reminder for those who opted out

  **Schedule Released** (1 week before)

  * Full agenda with session descriptions
  * Sustainability highlights and eco-workshops
  * Mobile app download links
  * Last-minute travel tips

  **Final Reminders** (1-2 days before)

  * Check-in process and timing
  * Weather forecast and recommendations
  * Parking vs. public transit options
  * What to bring / what not to bring

  **Day-Of** (Morning of event)

  * Good morning message and excitement builder
  * Real-time updates (traffic, parking, delays)
  * First session reminders
</Accordion>

<Accordion title="During-Event Messaging">
  Keep attendees engaged throughout:

  * **Session Reminders** - Notifications 10 minutes before sessions
  * **Schedule Changes** - Instant alerts for room changes or cancellations
  * **Announcements** - Important updates and emergency information
  * **Sustainability Milestones** - Real-time impact achievements ("We've diverted 500 lbs from landfills!")
  * **Interactive Polls** - Engagement questions and feedback collection
  * **Networking Prompts** - Connect attendees with similar interests
</Accordion>

<Accordion title="Post-Event Follow-Up">
  Maintain relationships and gather insights:

  **Immediate** (Within 24 hours)

  * Thank you message
  * Survey link for feedback
  * Session recordings and slides (if available)
  * Sustainability impact summary

  **Follow-Up** (1 week after)

  * Detailed impact report with infographics
  * Carbon footprint calculation for their participation
  * Certificate of attendance (digital)
  * Future event announcements
  * Community continuation (Slack/Discord invites)

  **Long-Term** (Monthly/quarterly)

  * Newsletter with sustainability news
  * Early access to future event registration
  * Case studies and success stories
</Accordion>

### SMS Notifications

For time-sensitive updates (requires opt-in):

* Event day reminders and check-in times
* Urgent schedule changes or emergencies
* Queue management ("Your session starts in 10 mins")
* Parking and traffic alerts
* Sustainability challenges and gamification

<Warning>
  Keep SMS messages brief and valuable. Over-messaging can lead to opt-outs. Reserve SMS for truly important updates.
</Warning>

### Mobile App Notifications

Leverage push notifications for rich engagement:

* Personalized agenda reminders
* Networking opportunities ("3 people with similar interests nearby")
* Gamification updates (points, achievements, leaderboards)
* Interactive maps and wayfinding
* Real-time polls and Q\&A
* Sustainability tips and challenges

## Guest List Management

### Attendee Database

Comprehensive attendee information at your fingertips:

* **Search & Filter** - Find attendees by name, organization, ticket type, registration date, sustainability choices
* **Bulk Actions** - Export data, send messages, update fields for multiple attendees
* **Segmentation** - Create custom groups for targeted communication
* **Notes & Tags** - Add internal notes and tags for team reference
* **History Tracking** - View full interaction history for each attendee

### VIP and Special Access

Manage special attendee groups:

<CardGroup cols={3}>
  <Card title="VIP Management" icon="star">
    Track high-priority attendees with special access and perks
  </Card>

  <Card title="Speaker Portal" icon="microphone">
    Dedicated tools for speaker communications and requirements
  </Card>

  <Card title="Press Credentials" icon="newspaper">
    Media badge management with approval workflows
  </Card>
</CardGroup>

### Data Export & Integration

Get your data where you need it:

```javascript theme={null}
// Export attendee data via API
const attendees = await ecoEvents.attendees.list({
  eventId: 'evt_12345',
  filters: {
    ticketType: 'general-admission',
    checkedIn: true,
    carbonOffsetOptIn: true
  },
  fields: ['name', 'email', 'organization', 'sustainabilityChoices']
});
```

* **CSV/Excel Export** - Standard formats for spreadsheet analysis
* **API Access** - Real-time data sync with your systems
* **CRM Integration** - Push data to Salesforce, HubSpot, etc.
* **Marketing Automation** - Sync with email platforms
* **GDPR Compliance** - Respect data retention and deletion requests

## Privacy & Compliance

EcoEvents takes data privacy seriously:

<Accordion title="GDPR & Data Protection">
  Full compliance with data protection regulations:

  * Explicit consent collection for all data uses
  * Right to access: Attendees can download their data
  * Right to erasure: Complete data deletion on request
  * Data portability in standard formats
  * Privacy policy links in all communications
  * Granular opt-in/opt-out controls
</Accordion>

<Accordion title="Security Measures">
  Enterprise-grade security:

  * End-to-end encryption for sensitive data
  * SOC 2 Type II certified infrastructure
  * Regular security audits and penetration testing
  * Role-based access controls for team members
  * Activity logging and audit trails
  * Secure payment processing (PCI DSS compliant)
</Accordion>

## Best Practices

<Accordion title="Optimize for Mobile">
  Most attendees will interact via smartphones:

  * Keep registration forms concise (8-10 fields maximum)
  * Use mobile-responsive design
  * Prioritize digital badges over printed
  * Test check-in flow on multiple devices
  * Ensure QR codes are easily accessible
</Accordion>

<Accordion title="Educate and Incentivize">
  Encourage sustainable choices:

  * Clearly explain environmental impact of choices
  * Offer discounts for green options (5-15% effective)
  * Gamify sustainability (points, badges, leaderboards)
  * Share real-time progress toward sustainability goals
  * Recognize green champions publicly
</Accordion>

<Accordion title="Prepare for On-Site Issues">
  Have contingency plans:

  * Offline check-in capability (critical!)
  * Backup devices and chargers
  * Paper backup list (as absolute last resort)
  * Clear staff training and troubleshooting guides
  * Dedicated support person for attendee issues
</Accordion>

## Next Steps

<CardGroup cols={2}>
  <Card title="Event Management" icon="calendar-days" href="/features/event-management">
    Learn how to create and configure sustainable events
  </Card>

  <Card title="Sustainability Metrics" icon="chart-line" href="/features/sustainability-metrics">
    Track environmental impact of attendee choices
  </Card>

  <Card title="Analytics Dashboard" icon="chart-mixed" href="/features/analytics">
    Analyze attendee data and registration trends
  </Card>

  <Card title="API Reference" icon="code" href="/api-reference">
    Integrate attendee management with your systems
  </Card>
</CardGroup>