Event status and dashboard

Dashboard

Open contacts displays the number of event contacts who have neither registered nor unsubscribed. This includes, on the one hand, contacts who have opened the event, entered their contact information, but have not completed the booking (abandoned bookings). On the other hand, it includes contacts who were imported and invited by the admin but have not yet accepted the invitation (pending invitations).

Registrations indicates the total number of contacts who have at least one confirmed booking for the event. Even if a contact has made multiple bookings, they will only be counted once as a registration. The distribution of registrations across the various booking options is shown in the lower section of the dashboard.

Deregistrations shows the total number of contacts who have declined an invitation to the event. This does not refer to bookings canceled by guests themselves but rather to declined invitations. To activate this feature, go to the event, edit the permission groups, and open the registration and access settings to enable deregistrations.

Participants indicates the total number of guests who have checked in. This includes participants with confirmed bookings who have either used one of the check-in solutions (such as the Check-In app or logging into the online event) or have been manually checked in in the event management tool.

Earnings displays the total amount of income for the event. This amount includes all earnings, including processing fees and VAT. Earinings is only visible if payments for the event are enabled.

Waiting list shows the number of contacts who have registered for the event but are on the waiting list due to the maximum number of participants. Once spots become available through cancellations or deregistrations, these contacts can be moved from the waiting list either automatically or manually. The waiting list is only visible if it has been activated.

Open requests shows the number of contacts who have registered for the event but whose booking still needs to be confirmed or declined by an admin. Open requests are only visible on the dashboard if bookings on request are enabled for the event.

Key figures

Analysing metrics such as response rate, registration rate, deregistration rate, no-show rate, and demand rate is essential for evaluating and optimising event management. These metrics provide valuable insights into participant behavior and assist in effective planning and management of resources.

• Response rate measures how many contacts have either registered or deregistered in relation to the total number of contacted individuals. This rate indicates how well the target audience responds to the invitation. A high response rate suggests strong engagement, while a low rate may point to areas needing improvement in the invitation or event communication.
• Registration rate represents the proportion of registered contacts in relation to all contacted individuals. A high registration rate indicates interest in the event and helps target marketing efforts towards the right audience.
• Deregistration rate shows how many contacts have declined the invitation in relation to the total number of contacted individuals. This metric helps identify potential issues, such as an inconvenient timing or insufficient information about the event. It also indicates whether additional guests can be invited to fill any available spots.
• No-show rate measures how many registered contacts have not checked in by the time of the event. This rate provides insights into potential gaps between registration and actual attendance and helps plan preventive measures, such as reminders.
• Demand rate indicates the proportion of contacts on the waiting list compared to those already registered. A high demand rate suggests strong interest and overbooking, which can serve as a basis for capacity expansions or prioritised invitations.

In the second section of the dashboard, an overview of booking options along with the corresponding registrations per option is displayed if more than one booking option is available.

Event status

• Draft: The event website can already be opened in preview but is not yet visible in any event libraries and cannot be booked. Only users who know the specific link have access.
• Active: The event website is activated and can be booked via the event link. For events in libraries, the event is displayed in the library.
• Closed: The event website can still be opened but is no longer bookable. Events are automatically closed 7 days after the event date.
• Archived:The event website is deactivated and no longer accessible to visitors. In the admin area, event contacts and event bookings are no longer displayed but can be restored if necessary. Events are automatically archived 730 days (~2 years) after the event date.