Skip to main content

How to Manage Registrations and Track Attendance

Once you have created an event with registration enabled, CooplyHQ gives you a dedicated view to manage who is coming and to track attendance on the day.

Step 1: Open the Event Registration List

  1. Sign in to your co-op admin panel.
  2. In the left sidebar, click Events.
  1. Find the event you want to manage and click its title to open it.
  2. Select the Registrations tab.

You will see a list of everyone who has registered, including their name, contact email, and registration date. Paid-event entries show the payment status.

Step 2: Manage Individual Registrations

From the Registrations tab you can:

  • Add a registrant manually — click Add Registrant and enter the member's name. Use this when a family contacts you directly rather than registering online.
  • Remove a registrant — click the three-dot menu next to a name and select Remove. This opens a spot back up if capacity is limited.

Note: Removing a registration does not automatically issue a refund for paid events. Issue any refund separately through Orders in the admin panel.

Step 3: Check In Attendees on the Day

On the day of the event, use the check-in view to mark who actually shows up.

  1. Open the event's Registrations tab (same steps as Step 1).
  2. As each family arrives, find their name in the list and click Check In.

The row updates to show a check-in timestamp. You can uncheck an attendee if you made a mistake — click Undo Check-In next to the name.

Tip: The check-in view works on a phone or tablet. Pull up the Registrations tab on your mobile browser at the door so you can check in families as they arrive.

Step 4: Record Attendance After the Event

If you were not able to mark attendance live, you can update attendance records after the event:

  1. Return to the event's Registrations tab.
  2. Click Check In next to each attendee who was present. Leave absent attendees unchecked.

All records are saved automatically. There is no separate "submit" step.

Step 5: Export the Attendance Report

To download a list of attendees — for your records, a partner organization, or a printable name-tag sheet:

  1. On the Registrations tab, click Export.
  2. Choose your format:
    • CSV — opens in Excel or Google Sheets; includes name, email, registration date, and check-in status.
    • PDF (Name Tags) — printable name-tag sheet sized for standard Avery labels.
  3. The file downloads immediately.

Next Steps

Back to top