Help for Organizers

Create an account with a username, email address, and password. After signing up, create your first workspace.

A workspace is your organization's home in Formbrid. It keeps your events, groups, registrations, team members, sheets, payments, and messages together.

If you belong to more than one workspace, use the workspace switcher in the admin area to choose the one you want to manage.

Use workspace settings to invite other people to help manage events. Owners and admins can manage the workspace broadly, while members and viewers can be limited to the areas they need.

• Owners have full control of the workspace.
• Admins can manage events and settings.
• Members can be given view or edit access to specific areas.
• Viewers can review information without making changes.

SMS credits are used for text messages. Buy credits from billing before sending SMS blasts, and review payment history there when you need to confirm a purchase.

When you create an event, you set the basic details attendees will see:

• event title and public link
• description, location, start date, and end date
• currency
• success message after registration
• closed-registration message

You can also add ticket options, custom questions, group questions, souvenirs, and check-in settings.

Registration closes when the event is archived or when the event has passed its end date. Existing attendees can still update their details with their registration code.

Tickets let you offer different registration options. Each ticket can have a name, price, capacity, and availability setting.

• Use limited capacity when only a set number of people can choose a ticket.
• Use unlimited capacity when there is no practical limit.
• Disable a ticket to hide it from new registrations while keeping existing attendees on it.
• Delete a ticket only when no registrations are using it.

Custom questions collect extra details from attendees. You can ask for text, long answers, numbers, dates, email addresses, phone numbers, dropdown choices, multiple choices, yes/no answers, or display-only messages.

Use required questions carefully. A required question blocks submission until the attendee answers it.

The registration table is where you manage attendees.

• search and filter the list
• choose which columns to show
• open an attendee record
• update personal, ticket, and payment details
• change status or check someone in or out
• edit answers, group selections, and souvenir assignments
• delete a registration

You can also select multiple attendees and apply common actions such as mark active, cancel, check in, undo check-in, or delete.

Use filters when you need to work with a specific group of people, such as unpaid attendees, a ticket type, a gender, a group, checked-in attendees, or people with a specific souvenir status.

Open an attendee record when you need the full detail view. From there, you can review contact details, payment, ticket status, group answers, form answers, check-in status, opt-out preferences, and souvenirs.

Attendees can update their own details from the public event page if they have their registration code, but they cannot manage souvenir assignments themselves.

Groups help you organize attendees by real-world structure, such as region, district, local group, department, or team.

Groups are useful when you need reports by area, want attendees to choose where they belong, or want to give group leaders access to only their people.

Registration sheets let you delegate part of the event to trusted group leaders. A group leader can manage only the attendees covered by that sheet.

• view their group's summary
• add and edit registrations
• check people in
• manage souvenirs
• export their group's data

When creating sheets, choose the group or groups each leader should manage. If a group already has a sheet, create a different sheet or edit the existing one instead.

Pairings organize attendees into rooms. Enable pairing for the event and set each ticket's room size before building rooms. For example, a room size of four allows no more than four people from that ticket in one room.

Event settings also control payment eligibility. Choose Fully paid only or Fully paid + partial. Unpaid attendees are never eligible under either option.

On the Pairings page:

• Select the ticket you are arranging.
• Select the deepest group you want to work with.
• Create rooms manually or use Auto-generate.
• Review every draft room before publishing.

A selected group includes attendees recorded at that group, its parent groups, and its child groups at any depth. Unrelated sibling branches remain excluded. If you allow group overlap, it may use eligible attendees to fill remaining spaces in compatible partial rooms. Each group has one consistent cool color; the group badge and attendee border use that same color.

You can add someone from the attendee list or choose Add with code on a room. A code can identify anyone in the event, including someone outside the selected group. Before saving, Formbrid checks that the attendee is active, belongs to the event, has the same ticket, meets the event's pairing payment policy, fits the room, and is not already in another room.

Rooms are same-gender by default. Use the mixed-gender override on a specific room only when you intend to allow it. The override does not bypass ticket, payment, capacity, event, or duplicate-room checks.

If attendees request one another from their passes, Formbrid creates a dedicated draft room. Requests are connected: if Ama adds Kojo and Kojo adds Esi, all three become one room group and see one another by name. The whole group must fit the ticket's room size. If one member is already in a compatible partial room, the eligible group joins that room; a full room can never be reused.

Draft rooms can still be reviewed and adjusted. Publishing makes the assignment final for operations and is available only to admins. An attendee can never occupy more than one room, even if two requests are submitted at the same time.

Souvenirs help you track items such as shirts, badges, books, bags, meals, or other event materials.

A souvenir can have variants, such as sizes or colors. Each variant can have its own stock count.

• Pending means the item is assigned but not ready yet.
• Ready means the item is ready for collection.
• Delivered means the attendee has collected it.

Formbrid checks stock before allowing more items to be assigned. You can also set items to be assigned automatically during registration when stock is available.

Use check-in to track arrivals at the event.

You can enable check-in, open a scanner for volunteers, and display a check-in QR code for self check-in when appropriate.

Volunteers can scan attendee passes at the entrance. If the scan is successful, the attendee is marked as checked in.

The check-in table also lets you search attendees, filter by checked-in status, check people in manually, or undo a check-in if it was done by mistake.

Check-in will not work for cancelled registrations or for people who are already checked in.

Use Boarding to track transport boarding separately from event check-in.

Set up boarding from the event's Boarding page. Representatives can use the scanner link to scan attendee passes, while attendees can scan the displayed boarding QR from their own pass.

The boarding table supports search, filters, manual updates, bulk updates, and undo. Cancelled registrations cannot be boarded.

Blasts let you send updates to attendees by email, SMS, or both.

• send to all guests
• send to people matching filters
• send to selected people

Before sending, review the audience summary to see who can receive the message and whether any SMS credits are needed.

After sending, you can monitor delivery results and retry failed messages when appropriate.

Message drafts can use attendee details such as name, event name, event date, location, and pass link. Review the preview before sending so you know what attendees will receive.

Export event data when you need a spreadsheet for reporting, planning, finance, or offline work.

• attendee details
• ticket and payment information
• check-in status
• answers to custom questions
• group selections
• souvenir assignments and fulfillment status

Sheet exports are limited to the sheet's assigned group, which makes them useful for group leaders who need to report back to organizers.

Archive an event when you want to stop new registrations but keep the event available for records and follow-up work.

Delete actions are permanent from the user's point of view. Be careful when deleting registrations, sheets, tickets, groups, souvenirs, or an entire event.

• Deleting a registration removes that attendee from the event.
• Deleting a sheet removes sheet access, but registrations remain.
• Tickets with existing registrations should be disabled instead of deleted.
• Deleting an event removes the event and its connected event records.

Can I hide a ticket without affecting existing attendees?

Yes. Disable the ticket instead of deleting it.

Can group leaders see everyone?

No. A group leader's sheet only shows the people in the groups assigned to that sheet.

Can attendees change their souvenirs?

No. Souvenirs are managed by organizers or group leaders.

Why can a blast not send?

Check that your message has content, the selected channel is available, the audience has reachable recipients, and you have enough SMS credits if sending text messages.

Should I delete or archive an old event?

Archive it if you want to stop new registrations but keep the event available for records. Delete only when you are sure the event should be removed.