As Events are created and happen, it is important to track the progress and status of all event registrations. Learners can register for an Event from the Learner Portal, or Admins can register Learners on their behalf.
Event registrations can also be created using the Tovuti API.
This article covers the following concepts:
- Registrant List View
- Create New Registration
- Edit Existing Registration
- Export/Import Registrants
- Use Cases
Registrants List view
Go to Social > Click Registrants > Click New or select an existing Registrant
Click Advanced Search to access a complex filtering system to efficiently find Registrants. Standard Search is disabled while using the Advanced Search capabilities.
Create New Registration
Select the Event. Select a User and edit the Name and Email based on the autofill from the User's profile. The Registration Date auto-fills with the current date.
Provide the different Payment amounts for this Registrant and designate the payment method. If the event is free, then leave all these fields blank. Set if this registrant is Checked In or not and the Status of their registration.
Click Save.
Event Registration Statuses
Registrant Statuses include:
- Pending - Users who have submitted a Partial Payment or who’s registration is pending approval
- Paid - Users who are fully registered for the Event
- Waiting List - Users who are attempting to register after the capacity limit has been met
- Canceled - Users whose event registration is canceled
Edit Existing Registration
Click an existing Registrant to edit the details of the Registrant.
When updating the Status of a Registrant, the following conditions apply:
- Registrants may only be moved to Paid status if the event capacity has not been exceeded
- Transitioning a registration to the Paid status triggers all regular event registration notifications to Admins and Learners
- Registrants may only be moved to Waiting List status if Waiting List is enabled AND there’s at least one registrant already on the waiting list
- Transitioning a registration to the Waiting List status triggers all regular waiting list notifications to Admins and Learners
Export/Import Registrants
From the Registrants list view, click Export Registration to download registrant information. The export includes data for users checked in to Events.
Administrators also have the option to import Registrants in bulk.
Use Cases
The following are possible general use cases for utilizing this feature:
Tracking registration and payment statuses for large-scale workshops
A professional training company offers paid live events and needs to track registration status, payments, and capacity limits in real time—without losing sight of who has checked in.
This feature is useful because:
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Admins can filter registrants by payment status, registration date, or event name using Advanced Search.
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Paid status changes trigger confirmation messages and control capacity enforcement.
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Exported registration data includes check-in status, helping with attendance verification.
Example Use Case
The company hosts a “Time Management Masterclass” for 100 seats. As learners register and pay, Admins monitor Pending and Paid registrants in real time. Once capacity is reached, any new sign-ups are moved to the Waiting List, triggering a separate notification flow. Attendance is verified post-event by exporting the Checked-In list.
Registering internal teams manually for company-wide events
An internal L&D team is organizing a virtual town hall and wants to register specific departments manually rather than asking employees to self-register.
This feature is useful because:
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Admins can register users on their behalf through the back end.
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Manual registrations allow control over payment fields, registration dates, and statuses.
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Check-in status and attendance data can be applied later for engagement tracking.
Example Use Case
The L&D Admin creates a “Quarterly Company Update” event and registers each department head through the Registrants tab. They leave the payment field blank (since it’s free) and pre-set the status to “Paid.” After the event, the Admin marks who attended using the Check-In toggle and exports the list for leadership reporting.
Managing recurring events and importing registration data in bulk
An educational nonprofit runs recurring Zoom-based seminars and uses bulk registrant import to efficiently register external partners or attendees who’ve signed up through a third-party system.
This feature is useful because:
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Admins can import large lists of registrants without manual entry.
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Registration records can be edited afterward to update statuses or check-ins.
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The API or bulk import feature ensures alignment with external data sources.
Example Use Case
After a partner organization submits a list of 50 attendees for a “Grant Writing 101” webinar, the Admin formats the list into Tovuti’s import template and uploads it. Each registrant is tagged to the appropriate event, and check-in data is logged afterward to determine who earned a follow-up certificate.