Most day-to-day registration work starts with finding the right registration or group. Use this task to search an event’s registrations and groups, review registrations tied to an organization or order, find guests under a parent registration, and follow up by resending a confirmation email or reviewing badge ribbons.
Prerequisites
- You can open the event whose registrations you want to find.
Search an Event's Registrations
- Go to Meetings & Shows › Events › [event name] › Registration.
- Enter your search criteria, such as the registrant's name, registration type, package, status, or identifier.
Result
Matching registrations appear in the results list. Each search looks at one event at a time, so choose a result to open that registration's record.
Tip
The Registration overview also shows headline counts for active, pending-approval, cancelled, and in-progress registrations. To start a new registration, use Process a Registration or Manually Create a Registration. See Register Someone or Change a Registration in the Console.
Tip
A new or changed registration usually appears in search results well under five minutes after the registration data refreshes. The headline counts above can update before that refresh finishes, so a registration that appears in the count but not yet in the list has not necessarily been lost. If a completed registration still does not appear after about an hour, contact Support.
Find Registrations Through the Events API
If you integrate with Rhythm instead of working in the Console, use the Events API's registrations search to retrieve an event's registrations. Do not infer attendees by filtering CRM contacts by event. The search is a POST request authenticated with a machine-to-machine bearer token. Your Rhythm account's identifier is the only required parameter; add event_id, a date, an email address, or a registrant's name to narrow the results.
Tip
The search returns only the fields you request, so list every field your integration needs. It does not return contact-level custom fields. Look those up separately through the contact service, using the registration's contact ID. Each registration in the response can also include a badge object with the values a badge-print integration needs.
Warning
The registrations search does not filter directly by a registration's system last-modified timestamp, so do not rely on it to poll for records changed since a given time.
Search an Event's Registration Groups
- Go to Meetings & Shows › Events › [event name] › Groups.
- Search by the group's name.
Result
Matching groups appear in the results list. Open a group to go to its record, where you can register attendees and check out pending registrations. See Manage Registration Groups in the Console.
See Every Registration on an Organization, a Guest's Parent, or an Order
A registration's record page, or 360, shows related registrations in context:
Guests. On a registration's Guests tab, you see every guest registered under that registration. Guests are listed alphabetically by first name, not in the order they registered. When the registration process in your Rhythm account is set not to create contact records for guests, a guest registration has no contact record of its own. In that setup, the guest's record shows their name, a note that no contact record was created, and a link back to the main registration. Search results and query output also list the guest as a separate row under their own name, rather than making the guest look like a duplicate of the primary registrant. Because organization fields come from the contact record, you cannot report or query a guest's organization when the guest has no contact record.
Add-ons. On the Add Ons tab, you see the add-on products purchased with the registration, including any functions included for free with a package. Included items can be easy to miss among the order's other line items, so check this tab line by line to confirm what was actually added.
Guests. On a registration's Guests tab, you see every guest registered under that registration.
Add-ons. On the Add Ons tab, you see the add-on products purchased with the registration. From a Registration Add Ons query's results, the popout for a result opens that registration's record.
An organization's registrations. Open the organization's own record to see its registrations for the event.
An order's registrations. From an order, you can see every registration it paid for, since one order can cover more than one registration, such as during a group checkout.
Last Modification Date. The record also shows a Last Modification Date with both date and time. It updates only when the registration is changed through a modification order. The same field is available as an output column in Registration queries, so you can find registrations modified within a time window.
Investigate What Looks Like a Duplicate Registration
A registration search or query can show what looks like the same person twice. This is often expected. A guest linked to an existing contact record, or a guest in the no-contact-record setup described above, can make results look duplicated even when nothing is wrong. Before you treat it as a fulfillment problem, confirm what you are looking at.
- Compare the registrations for the same person. Check whether each registration came from a different order number, then review audit history or creation timestamps to see whether the records were created within the same minute or shortly after. That pattern points to a genuine repeated submission rather than expected duplication.
- For a guest-package scenario, one extra registration has been seen with the primary registrant's name and the guest package. That combination is the erroneous record to remove, while the primary registrant's own registration and the guest's own registration are both legitimate. Compare each person's package, whether a guest-registration function is enabled, and whether every displayed guest has its own registration and ticket, to confirm which record is the duplicate.
- If someone disputes which event a registration belongs to, check both the invoice and the person's Registered Events history before you conclude that a closed event accepted a registration. The invoice may point to a different event than expected.
Tip
For duplicate guest registrations created before this was addressed, change the extra registration to Cancelled and filter your queries to Registration Status = Active. The cancelled duplicate is then excluded from counts and reports.
- An order's registrations. From an order, you can see every registration it paid for, since one order can cover more than one registration, such as during a group checkout. If an add-on was purchased as a separate order from the original registration, open the Orders lozenge on the registration's record and review the Purchases tab to find that separate add-on order.
Resend a Registrant's Confirmation Email
If someone was manually registered for an event and did not receive their confirmation, or just needs it again, resend it from their registration record.
- Open the registration's record.
- Choose Registration Options, then Resend Confirmation Email.
Result
Rhythm sends the confirmation email again using the template from that registration's process. If the process does not have confirmation emails turned on, or the order was marked not to email the customer, Rhythm still reports success even though no email was sent.
Warning
The registration must have a process set before you resend the confirmation. If it does not, the resend fails with an error that names the missing process. Set a process on the registration first, then try again. See Register Someone or Change a Registration in the Console.
Tip
Resending a confirmation works one registration at a time. There is no bulk option to email a batch of registrants at once, unlike committee-member email. The email sends successfully, but it does not appear on the registrant's CRM Email tab, so verify delivery another way before telling someone nothing was sent.
Confirmation Email Content and Merge Fields
The confirmation email uses the template from the registration's process. See Registration Processes to edit it. A few parts of that template are easy to get wrong:
- Location. The location merge field shows only the event's Location Place value. If you need the confirmation to include a full address, store that full address in Location Place or use a different field for it.
- Guests. Guest information resolves as a collection, not as one single value. List guest names inside a Handlebars
{{#each}}block that iterates over the registration's guests, such as{{#each registration.guests}}{{name}}{{/each}}. Do not insert the guest collection as one merge field, because it will not render names. - Sessions. There is no separate session confirmation email. To show which sessions someone registered for, include session merge fields in the event registration confirmation email itself. Use the same kind of loop over the registration's sessions, such as
{{#each registration.sessions}}{{name}}{{/each}}. This way, an optional session appears only when the registration actually includes it. Preview the template against a specific registration to check the session output before registrants receive it. - Group registrations. Registration merge fields resolve only while you iterate through the group's registrations with a Handlebars
{{#each}}block. List each registration's details inside that loop instead of referencing a registration field on its own.
Warning
Sending a message manually from CRM Contact Options cannot populate these registration-specific merge fields. If you use that method instead of resending the confirmation, you need to replace every merge field with static text by hand for each recipient.
Tip
If a confirmation shows the event's start time an hour off from the event record, the issue has been linked to Daylight Saving Time transitions. Until the discrepancy is corrected, adjust the date-format merge field to subtract an hour from the displayed time.
If a registrant reports a duplicate confirmation email or an unexpected confirmation for a past event, the same underlying cause can still apply across different events and applications.
Review a Registration's Ribbons
Ribbons label a registrant's badge, such as Speaker or First-Time Attendee. They appear on the registration's record wherever your event's badge design uses them. This article does not include a Console page where you can add or change a ribbon. To set one up, use your event setup documentation for ribbon types.
If Something Goes Wrong
| What you see | What it means and what to do |
|---|---|
| A search returns nothing | Make sure you are searching the right event. Registration and group searches look at one event at a time. |
Unable to resend confirmation email | The registration may not have a process set. Set a process on the registration, then resend the confirmation. |
| The registrant says they never got the confirmation, but Rhythm reported it sent successfully | Confirm that the registration's process has confirmation emails turned on and that the order was not marked to skip customer emails. If both are correct and the process has a valid template, check the registrant's email address on file. If this only happens for one event and one process, test another event and a different or newly created process in the same event. If those succeed, the problem is specific to the original process rather than to confirmation emails generally. |
| An import of registrations is rejected and every row errors | Imports need each row to match uniquely. A missing Contact ID, or using Registration Type or Package names instead of their underlying IDs, can make Rhythm treat multiple rows as the same record and stop the whole batch instead of loading the rest. Some fields offered when mapping an import, including a built-in badge organization name field and registration custom fields, are not currently accepted by the import processor even though they appear as mapping options. Confirm every mapped field is supported before you run the import. |
| You need to find registrations affected by a missing order link | Run a query that filters registrations to Draft status with a blank order ID. You can use this query across events and schedule it to run daily to catch new occurrences. There is no single report that lists every draft registration with its order ID, so review each affected record individually to find its order. |
| A registration does not show up in search even though you expect it to | Try opening the record, making a small edit such as adding then removing a note, and saving it again. This has sometimes made a missing registration reappear in results. |
| You are looking for a registration someone said they started but never finished | Rhythm only keeps a draft record for a registration explicitly saved as a draft. An attempt that was started but never saved or submitted leaves no record on the contact and does not appear in a draft search or query. |
| An attendee you expect is missing from search results or a badge list | Check the registration's or the event's Substitutions tab. The original registrant may have been replaced by another contact. |