> For the complete documentation index, see [llms.txt](https://docs.podplay.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.podplay.app/events/create-an-event/manage-attendees.md).

# Manage Attendees

### Manage Attendees

#### Check-in

**Check-in Button**

The Check-in Button gives Customers a way to check themselves in and show confirmation to front desk staff on arrival.

Customers with upcoming Reservations or Events see a countdown in the Reservations tab of the App. When the countdown ends, the bar expands and the **Check-in Button** appears. The timing of when this button becomes available is configurable (10, 15, 20, or 30 minutes before the start) — contact your PodPlay CSM to update the setting.

When a Customer taps the Check-in Button, a large QR code or verification screen appears on their phone. Presenting this to the front desk also flips the **Check In** toggle on the Dashboard side panel for that Customer, the same toggle an Admin would flip manually.

**QR Code Scanner**

For Clubs that want to scan QR codes at the door, a compatible USB scanner is available [on Amazon for $70](https://www.amazon.com/dp/B06XD8MFFC). A [USB-C adapter ($10)](https://www.amazon.com/dp/B01GGKYXVE) is available for computers that require it. Once purchased, contact your PodPlay CSM to enable the feature.

To use the scanner:

1. Plug it into the front desk computer
2. When a Customer arrives, they tap the Check-in Button in the App to display their QR code
3. The Customer holds their phone up to the scanner — a buzzing sound confirms the scan
4. The Admin sees either a side panel (if on the Check-in page in the Areas section) or a small confirmation box in the bottom left corner of the Dashboard

#### Export the Attendee List

To download a CSV of all Customers in a Reservation or Event:

1. Open the Reservation or Event
2. Scroll to the Attendee list in the side panel
3. Click the **Export** button next to the **Add** button

The CSV includes:

* Full name
* Email address
* Phone number
* Invitation type (self-signup, guest of another Customer, or Waitlist)
* Invitation status (Accepted, Checked in, or Waitlist)
* Waitlist enrollment time (ordered by signup time)

#### Attendee name visibility

By default, the App shows each signed-up Customer's first name and first initial of their last name in the Attendees section of the Event page. Customers can turn off their own visibility under **Account → Preferences → Social Settings** in the App. When off, the Event shows the total player count instead of individual names.

To turn off name visibility for a specific Event, go to the **Advanced Features** section of the Event Settings and toggle off **Public Attendee List**. See [Attendee List and Spots Left Configuration](/events/create-an-event/attendee-list-and-spots-left-configuration.md) for how this works with **Show Spots Left**.

#### Non-participants (spectators)

A Non-participant is a Customer who is added to an Event's Attendee list but is not playing. Use this for spectators or anyone attending without competing.

To add a Non-participant to an Event:

1. Open the Event
2. Click **Add** in the Attendees section
3. Select **Non-participant** at the top
4. Search for the Customer's name
5. Check the box next to their name
6. Click **Add**

The Customer appears in the Attendees section marked as a non-participant. An envelope icon appears below their name; hovering over it shows "Customer was added as non-participant."

In a Series, adding a Non-participant works the same way but only adds them to that single session — they are not propagated across all sessions. This is also how to add a Customer to one session of a Series for a separate charge (see \[Series Non-participants]).

#### Review a deleted or canceled Event

Deleted and canceled Events disappear from the Dashboard Overview. To retrieve them:

1. Go to the Customers page in the Dashboard
2. Search for a Customer who was attending the Event
3. Click into their Profile
4. Navigate to the **Purchases** tab
5. Click on the canceled Event charge
6. Click the blue calendar icon in the **Event** row of the Order Details

This opens the canceled Event for review.


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://docs.podplay.app/events/create-an-event/manage-attendees.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.