Event Registration Management

Overview

The Registration Manager is the central screen in Gnosis for managing all registrations associated with an event. From this screen, staff can review who is registered for each event instance, manage waitlisted participants, send communications, print registration lists, and move registrants between instances.

This guide covers every feature available on the Registration Manager screen, including both the Registrations tab and the Waitlist tab.

Opening the Registration Manager

To access the Registration Manager from within an event:

1.     Navigate to the event in Event Central.

2.     Select the event you wish to manage from the event list.

3.     Click the Register button in the toolbar.

4.     From the dropdown menu, select Manage Registrations.

This opens the Registration Manager screen, which displays all instances and registrations for the selected event.

Screen Layout

The Registration Manager is divided into two main areas: the Event Instances panel on the left and the registration detail area on the right. The detail area contains two tabs – Registrations and Waitlist – along with action buttons for printing, communicating, and moving registrants.

Event Instances Panel

The left-hand panel lists every scheduled instance of the selected event. Each row displays:

•       EVIID – The unique Event Instance ID

•       Date – The scheduled date of the instance

•       # Reg – The current number of confirmed registrations

•       # WL – The number of waitlisted participants

•       Cancelled – A checkbox indicating whether the instance has been cancelled

Click on any instance row to load its registrations and waitlist into the detail area on the right. The currently selected instance is indicated by an arrow marker.

ℹ️  Single Schedule Events

If the event is configured as a “Single” schedule type, only one instance will appear in the list. A blue info banner will remind you that all registrations should be on that single instance.

Use the Refresh Instances List button at the bottom of the panel to reload the instance list after making changes elsewhere in Gnosis.

Registrations Tab

The Registrations tab is the default view and displays all confirmed registrants for the selected event instance.

The Registrations tab shows confirmed registrants for an event instance

Registration List Columns

The registration grid displays the following information for each registrant:

Column	Description
Category	The registration category (e.g., Guest of Member, Members – In-Person). This reflects the registration type assigned during booking.
PID	The participant’s unique Person ID. This is a clickable link that opens the registrant’s profile in a new view.
Name	The registrant’s full name, displayed as Last, First. This is also a clickable link to their profile.
Reg Date	The date the registration was created.
Booked By	The name of the staff member or individual who created the registration.
Promoted On	If the registrant was originally on the waitlist and later promoted to a full registration, this column shows the date and time of promotion.

Refreshing the Registration List

Click the Refresh Registrations button (located at the upper-right of the grid) to reload the current registration data. This is useful if another staff member has added or removed registrations since the screen was opened.

Waitlist Tab

When an event instance reaches its registration capacity, additional participants can be placed on a waitlist. The Waitlist tab displays waitlisted registrants and provides tools to promote them to full registrations when spots become available.

The Waitlist tab showing waitlisted participants and promotion controls

The Waitlist tab is indicated by a Waitlist label with a count in parentheses (e.g., “Waitlist (2)”). A yellow warning icon appears next to the label when there are participants on the waitlist, providing a visual indicator that action may be needed.

Waitlist Columns

The waitlist grid displays the following columns:

Column	Description
Category	The registration category for the waitlisted participant (e.g., Members – In-Person).
PID	The participant’s unique Person ID, displayed as a clickable link to their profile.
Name	The participant’s full name (Last, First), also a clickable link.
Waitlisted On	The date and time the participant was added to the waitlist.
Queue …	The participant’s position in the waitlist queue. Lower numbers indicate higher priority.
Status	The current status of the waitlist entry (e.g., blank if still waiting, or updated after promotion).

Grouped by Booking

When the Show Grouped By Booking checkbox is enabled, waitlist entries are organized under collapsible booking headers (e.g., “Booking: Lisa Medeiros”). This is helpful when a single booking contains multiple participants, as it groups them together for easier review.

Available Spots

The Available Spots indicator displays the number of open registration slots remaining for the selected instance. When this reads “0,” the event is at capacity and no additional promotions can occur until spots are freed.

Promoting Waitlisted Participants

To move a waitlisted participant into a confirmed registration:

1.     Select one or more waitlist entries using the checkboxes in the leftmost column.

2.     Click the Promote Selected Waitlist button at the bottom of the screen.

3.     The selected participants will be moved from the waitlist to the Registrations tab with a confirmed status. The Promoted On date will be recorded automatically.

⚠️  Important

Promotion is only possible when Available Spots is greater than zero. If the event is at capacity, you must cancel or move an existing registration before promoting from the waitlist.

Clearing Promoted Items

After participants have been promoted, their entries may still appear in the waitlist view. Use the Clear Promoted button to remove promoted entries from the waitlist display. You can also enable the Auto Clear Promoted Items checkbox to have promoted entries cleared automatically after each promotion action.

Registration Actions

Below the registration grid, two action sections are available for bulk operations across all registrants in the selected instance.

Print Registrations List

Click the Print Registrations List button to generate a printable list of all current registrations for the selected instance. This is useful for creating sign-in sheets, attendance records, or offline reference copies.

Send Communications to All Registrants

This feature allows you to send a bulk email communication to every registrant in the currently selected event instance.

1.     Click the Send Communications To All Registrants button (highlighted in red) to expand the communications panel.

2.     Select a communication template from the Communications Item dropdown. This list includes all email templates configured with an “Event Registration” recipient group schema.

3.     Click Process Now to send the selected communication immediately to all listed registrants.

⚠️  Cancellation Emails

If you are sending cancellation notices, always send the communication before cancelling the event instance. Cancelling the instance first will remove the registrations, and the emails will have no recipients.

Move Selected Registrations

The Move Selected Registrations button (highlighted in pink/purple) allows you to transfer one or more registrations from the current instance to a different instance of the same event.

Returning to the Event

Click the Return To Event button at the bottom of the screen to navigate back to the main Event Central view for the selected event.

Common Workflows

Reviewing Attendance Before an Event

1.     Open the Registration Manager for your event.

2.     Select the upcoming instance from the Event Instances panel.

3.     Review the registration count and list on the Registrations tab.

4.     Check the Waitlist tab to see if anyone is waiting for a spot.

5.     Print the registration list for use as a sign-in sheet at the event.

Promoting Waitlisted Participants After a Cancellation

1.     After a registration has been cancelled or moved, note the updated Available Spots count on the Waitlist tab.

2.     Select the waitlisted participant(s) to promote using the checkboxes.

3.     Click Promote Selected Waitlist.

4.     Switch to the Registrations tab to confirm the promoted participant now appears in the confirmed list.

5.     Optionally, send a communication to notify the promoted participant of their confirmed spot.

Quick Reference

Action	How To
View registrations	Select an instance → Registrations tab
View waitlist	Select an instance → Waitlist tab
Open a registrant’s profile	Click the PID or Name link in the grid
Print a registration list	Click Print Registrations List
Send email to all registrants	Send Communications → select template → Process Now
Promote from waitlist	Waitlist tab → select entries → Promote Selected Waitlist
Clear promoted entries	Click Clear Promoted or enable Auto Clear
Move registrations	Click Move Selected Registrations
Refresh data	Click Refresh Registrations or Refresh Instances List