> ## Documentation Index
> Fetch the complete documentation index at: https://docs.floral.so/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage event participants

> Add participants, run the waitlist, handle cancellations, help participants with their links, and resend messages that didn't arrive.

The **Participants** tab on an event lists everyone who registered, joined the waitlist or cancelled. It shows seats taken, the waitlist, attendance and the status of every message sent to each participant.

## Read the participant list

The **Capacity** card shows seats taken, seats left, the waitlist and cancellations. Search by name, email or company, and filter by:

* **Status**: **Registered**, **Waitlisted**, **Cancelled**, **Checked in**, **No-show** or **Attendance unknown**.
* **Messages**: **Delivery problems** shows participants with a message that needs your attention.
* **Contact match**: **Unmatched or ambiguous** shows participants not yet linked to a person in Contacts.

Choose **View details** on a row to see the participant's details, answers, source, history and messages. **Restricted answers** are only shown to the organiser and workspace admins.

## Add someone yourself

* **Add participant** registers someone on their behalf, for example after a phone call. When the event is full, they join the waitlist.
* **Add walk-in** registers someone who turned up without registering and checks them in.

Turn on **Email a confirmation** if they should receive the confirmation email with their own link. It's only sent when there's an email address.

When the event is full and the waitlist is off, or for a walk-in at a full event, the organiser or a workspace admin can choose **Give a seat beyond capacity** and enter a reason. The reason is kept with the registration history.

## Run the waitlist

The waitlist is first come, first served. Nobody moves up automatically, including when someone cancels.

1. Choose **Promote next** on the **Capacity** card, or **Promote from waitlist** on a specific row.
2. If no seats are free, the organiser or a workspace admin can promote beyond capacity with a reason.

The promoted participant is registered at once and receives an email. If they have no email address, Floral tells you to let them know yourself.

## Cancel a registration

1. Choose **Cancel registration** on the participant's row.
2. Add a reason if you want. It's kept with the registration history.
3. Turn on **Email the participant** to send a cancellation email.
4. Choose **Cancel registration**.

The seat is freed, but nobody is promoted automatically. Promote from the waitlist if you want to fill it.

## Help participants manage their registration

Every confirmation email has a personal link. Through it, a participant can:

* see whether they're registered or on the waitlist, and their place on the waitlist;
* change their name, phone, company and answers;
* **Cancel registration**, which frees their seat;
* **Email my confirmation again**, which sends a new confirmation with a new link.

Participants can't change their email address. The page asks them to contact the organiser. After the event is cancelled or attendance is finalised, the page is read-only.

Links work for one year. When a participant has lost their email or their link has expired:

1. Ask them to open the event's registration form and choose **Already registered? Manage your registration**.
2. They enter the email address they registered with and choose **Send link**.
3. A new link is sent to that address. The page gives the same answer whether or not the address is registered, so it can't be used to check who signed up.

Two registrations that share an address each get their own link.

## Recover messages that didn't arrive

Floral emails participants when they register, change their details, cancel or move up from the waitlist, and when you cancel, postpone or change the practical details of the event. Each message's status is shown in the participant's **Messages**.

When messages need your attention, the Participants tab shows how many participants have a delivery problem. Choose **Show them**, or filter **Messages** by **Delivery problems**.

| Status                            | What happened                                                         | What to do                                                                  |
| --------------------------------- | --------------------------------------------------------------------- | --------------------------------------------------------------------------- |
| **Queued**, **Sending**, **Sent** | On its way.                                                           | Nothing.                                                                    |
| **Delivered**                     | The recipient's mail server accepted it.                              | Nothing. Ask the participant to check spam if they can't find it.           |
| **Delayed**                       | The recipient's mail server delayed it. Floral retries automatically. | Wait.                                                                       |
| **Bounced**                       | The address rejected the email.                                       | Check the address with the participant, then resend.                        |
| **Failed**                        | Floral couldn't send it after several attempts.                       | Resend.                                                                     |
| **Unconfirmed**                   | Sending timed out and delivery wasn't confirmed.                      | Check with the participant before you resend, so they don't get it twice.   |
| **Marked as spam**                | The participant marked it as spam.                                    | Resend only if they ask for it.                                             |
| **Paused**                        | Not sent because Events was turned off for your workspace.            | Once Events is back, check whether the message still matters and resend it. |

To resend:

1. Open the participant with **View details**, or choose **Resend message** on the row.
2. Choose **Resend** next to the message and confirm.

A resend sends a new copy of the latest message of that kind to the participant's current address, with a new manage link if the old one no longer works. The original message and its status stay in the history. Floral never resends anything on its own.

You can't resend a message that is still queued or sending, one whose delivery is still being checked, an older message that a newer one replaced, or a message that is no longer true, such as a confirmation after the registration was cancelled.

## Review contact matches

Floral links a participant to a person in Contacts only when both the email and the full name match exactly one person. Everything else waits in **Identity review** at the top of the Participants tab.

1. Set **Show** to **Needs review** and choose **Review** on a participant.
2. Under **Person**, choose **Link** on one of the **Possible matches**, or choose **Link another person**, **Create person** or **Leave unmatched**. Creating a person needs permission to create contacts.
3. Under **Company**, link the company the participant represented at the event.

The represented company is fixed once you review it, so later job changes don't move the participant's event history. Registrations that share an email address, such as a shared inbox, stay separate participants and are never merged. **Run matching** checks unmatched and ambiguous participants again, for example after you import contacts.

Matching never changes a person's name, email or employer.

## Personal data

Participant details and answers are kept for 24 months after the event ends and then anonymised. Registration and attendance counts are kept.

If a participant asks to see, correct or delete their data, correct what you can on the participant's details. To delete a participant's data before then, contact support with the event and the participant's email address.