Knowledge Base

Attendee Email/Download


Frequently Asked Questions

#1 How to Re-Send an Invoice to an Attendee?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage button
  4. Located on the right side of the screen, in the Search field, enter the first few characters of the Attendee first or lastname, then Click the Row containing the Attendee name
  5. Click Admin in the horizontal menu
  6. Select Email Attendee
  7. Update the Subject Header and body of message.
  8. Click the field for ‘Do you want to attach a copy of the attendee’s invoice to the message’ to Yes
  9. Click Preview Email to view the email before you send OR Click Send Email


#2 How to Send an Email to/Download report for Attendees who have NOT Completed their Registration and Payment?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside 'Incomplete Attendees'
  5. Click Send Email
    • NOTE: Click Download Excel for a Report
  6. Edit the Email reply-to, Email from, Subject, Message Body
  7. Click Preview Email
  8. Scroll to the bottom, there are two options available
    • Send Email Now - Click to send the email immediately
    • Schedule Email - Click the calendar icon located at the end of the Send Later field, select date and time to send, click Schedule Email button


#3 How to Send an Email to / Download a Report for Attendees who indicated Payment by Cheque, but Payment is not received yet?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside 'Pending Attendees'
  5. Click Send Email
    • NOTE: Click Download Excel to generate a report
  6. Edit the Email reply-to, Email from, Subject, Message Body
  7. Click Preview Email
  8. Scroll to the bottom, there are two options available
    • Send Email Now - click to send the email immediately
    • Schedule Email - click the calendar icon located at the end of the Send Later field, select date and time to send, click Schedule Email button


#4 How to send an Email/E-blast to All Registered Attendees?

You may elect to send to All Attendees or a subset of Attendees.

You may also filter the list based on information collected on the Registration Form.

NOTE: If you wish to include a link to a document or an image - View How do I upload a file and link to in an email message or post on my site?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside the specific list you want to send to
    • All Attendees (i.e. All attendees, regardless of full payment)
    • Specific Registration Values (e.g. all individual who choose to attend a specific event or specific Registration type)
  5. If applicable, select values or filters; otherwise continue to next step
  6. Click Send Email
  7. Compose the Email
  8. Click Preview Email
  9. Click Send Email or Schedule Email


#5 How to Download a List of Registrants?

This download will generate an excel file with ALL registrations containing registration status values that are Complete, Incomplete. Pending and Cancelled.

Use the filter feature in excel to filter the list using the Status column.

e.g. Filter the list on Complete to see all registrants who are paid in full

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside All Attendees
    • NOTE: To obtain a report that is specific to a status of Complete, Incomplete, Pending or Cancelled, click Go beside the relevant report
  5. Click Download Excel
  6. Select the fields to include in the report
  7. Click Download button

#6 How do I get a report to see if my presenters (or Authors) have / not registered?

  1. Click Dashboard
  2. Click your Speaker Module
  3. Click Reports button
  4. Click the Presenters tab
    • Note: To select All Authors, click the All Authors Tab or to select Primary, click Primary Contact tab
  5. For list of who has registered
    • Click Go beside 'Registration Status'
  6. For list of who has NOT registered
    • Click Go beside 'Non-Registered Presenters'
  7. Select the applicable Status(es) or options
  8. Click Advance button
    • Click Download Excel button
      • This will save to your downloads folder an excel file.
    • Click Send Email button
      • This will bring you to the email compose screen


#7 How do I download Financial Reports?

  1. Click Dashboard
  2. Click your Attendee Module
  3. Click Reports button
  4. Click the Financials tab
    • There are a variety of financial reports available.
  5. Click the Go button beside the report you wish to run.
    • This will download an excel type file to your computer.


#8 How do I create count reports so I can see how many have registered?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Click Special Count Reports tab
  5. Click Add New button
  6. Enter a Report Name
  7. Click the checkbox for the item you want to produce a count report for.
  8. Scroll down and click Save Report button
  9. The report will now appear in the list which can be run at any time.

#9 How to download complete registration invoices in PDF format?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Reports button
  4. Under Attendees tab, click Go for Complete Attendees
    • To obtain invoices for another registration status, select Go for the corresponding attendee report e.g. Pending
  5. Click Download PDF button
    • This will download a PDF file to the downloads folder

#10 Is it possible to generate a report of all the activity that gets recorded in the 'Recent Activity'?

There is no such report to pull the recent activity.

For a specific contact, look under Contact History under the individual's contact profile.

For an Attendee, look under Admin > Tracking Notes from the individual's registration form.


#11 How do I email / download a list of registrants that selected a certain response on the registration form?

  1. Click Dashboard
  2. Click your Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside Specific Registration Values
  5. Select the option response from the Select Values list
  6. If applicable, select a Registration Status filter
    • E.G. select Complete if you want only those whose registration are considered paid in full
  7. To send an email, click Send Email
    1. Edit the Email reply-to, Email from, Subject, Message Body
    2. Click Preview Email
    3. Scroll to the bottom, you have two options available
      1. Send Email Now - Click to send the email immediately
      2. Schedule Email - Click the calendar icon located at the end of the Send Later field, select date and time for your email to send, click Schedule Email button
  8. To download, click Download Excel button
    1. Click the check boxes beside the fields to be included in the download file, or use the Check All button to select everything
    2. Scroll down and Click Download button (to download immediately) OR Enter a filename for your report, then Click Save & Download button
    3. Locate the downloaded file (A pop-up window may automatically appear, asking if you want to open the file)

#12 How to download files that were uploaded on an Attendee Registration Form?

  1. Click Dashboard
  2. Click Attendee module
  3. From the Overview screen, locate and click Attendee File Uploads button
  4. If you have more than 1 file upload field defined, select from the dropdown list the applicable field
  5. Click Download Files as Zip button
    • This will save a zip file to your computer's default downloads folder.
    • NOTE: You may click the Download Spreadsheet option if you wish to download to a .csv file.


#13 How to set a Favourite list of Registration reports?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Reports button
  4. Navigate to the report that you want to mark as a favourite e.g. Pending Attendees
  5. Click the Star so it appears 'coloured in'
  6. Click the Favourites tab, the 'Starred' report will be listed under the Favourited Reports heading
  7. Repeat Steps 4 to 5 for each report to be included under Favourited Reports.

#14 Other Email / Download help references

List of other sections with Email help

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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