Managing Attendees (Pro Edition)
If you own the Room Bookings Pro Edition, you get access to
advanced attendee tracking to help in managing events, waiting
lists and to streamline the resident billing process.
About The Attendees Tab
The attendee tab lets you:
- specify a maximum capacity for an event
- add residents, staff, or other ad hoc people (caregivers,
family, visitors) as attendees
- print event sign-up forms
- manage wait lists
- take attendance
- mark attendees as cancelled
Set Max Capacity
Setting a maximum capacity for an event provides two main
1. Control Available Sign-up Slots on Printed Sign-up Form
Once you've set your maximum capacity, click the Save
button that appears to the right. This number will determine how
many lines appear on the printed sign up form. This form is great
to print and post on a bulletin board or insert into an event
sign-up binder to allow your residents to sign-up for events. At
the end of week, or before the event, you can grab that form and
use it to link residents inside the room bookings attendee tab --
then you can reprint a new version to post!
Tip: With any sign up form we
always include 5 extra lines in a waiting list section at the
bottom. Also, if attendees are already created in TheWorxHub, their
names will print on the sign up form as well as as empty lines
assuming you haven't reached your capacity already.
2. Manage Waiting Lists
Once you've set your maximum capacity, TheWorxHub automatically
builds a waiting list for you. As you add attendees, once you hit
your capacity, subsequent attendees will start to appear on your
If you've reached your maximum capacity and are running a
waiting list, you can promote people from the waiting list once you
cancel or remove previous attendees. Let's say you mistakenly added
someone, just mouse-over their attendee record and click
If you want to track people who've cancelled, just click the
mouse-over cancel link on their attendee record.
Cancelling keeps them on the attendee list, but moves them to
the bottom and shows a strikethrough on their name. This is a good
practice to use the cancel function as it will allow for future
analysis on residents who frequently sign-up then cancel. It also
frees up a spot so that you can promote people from the wait
Now that some spots are freed up you can mouse-over your waiting
list people and click Promote to move them from the wait
list onto the attendee list.
Use the Add Attendees section to type in names/unit
numbers to find residents to add. You can even search names of
staff members to add to an event. Once you click on their name,
they're automatically added and saved.
Tip: To add people who aren't in
your resident or staff database, such as family members, caregivers
or other people, click the Add an Ad Hoc Attendee link.
One hour before a room booking event is set to start your
attendee tab automatically switches to Attendance Mode
where you can begin to take attendance. To enable attendance mode
in advance, just click the Take Attendance button.
Once in attendance mode, use the toggles to mark people as
attended. At any point during taking attendance, if you have any
No Show attendees you can promote people who are on your
Attendance On Mobile
If you're using our mobile app, you can also manage attendance.
You can take attendance in a similar way right from your phone or
tablet if you're at the event.
Use the hamburger menu to the left of an attendee to access
advanced features to remove or cancel an attendee.
At the bottom of the attendee list is your waiting list. Use the
hamburger menu to the left of your waiting list to promote waiting
list people as attendees.
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