Help for Group Leaders

The organizer will send you a sheet link and password. In many cases, the link already includes the password and opens the sheet for you.

If the password is not filled in automatically, enter the password from your organizer and choose "Access sheet".

Once you open the sheet, Formbrid remembers access on that device for a while. If you use a different browser, clear your browser data, or the organizer changes the password, you may need to enter it again.

Your sheet only shows the people assigned to your group area. For example, if your sheet is for a region, it can include people in that region and the smaller groups under it, such as districts or teams.

You cannot see or manage attendees outside your sheet. You also cannot change which groups belong to your sheet. Ask the organizer if your sheet covers the wrong group.

The Summary page gives you a quick picture of your assigned group.

• total registrations
• expected amount, amount paid, and balance remaining
• ticket totals and gender breakdowns
• group breakdowns inside your assigned area
• answers to event questions
• souvenir totals, if the event uses souvenirs

Use the Summary page when an organizer asks for quick numbers or when you need to plan follow-up with your group.

Your sheet has four main areas:

• Summary: quick totals and breakdowns for your group
• Registrations: add, search, edit, or remove people
• Check-In: mark people as arrived
• Souvenirs: manage item collection and delivery

The Registrations page shows people in your sheet. You can search by name, email, or registration code, and filter by details such as ticket, status, gender, payment, check-in status, group, form answers, or souvenir status.

You can also choose which columns to show. This helps when the event has many custom questions and you only need a few fields for the task at hand.

When adding or editing someone, you may update:

• personal details and contact information
• ticket and payment details
• status and check-in status
• event question answers and group selections
• souvenir assignments

If a ticket or souvenir is full, Formbrid may stop you from adding more.

Deleting a registration removes that person from the event. Use it only when you are sure the record should be removed.

Select multiple people when you need to make the same change to several registrations.

• mark active
• cancel
• check in
• undo check-in
• delete

After a bulk action finishes, Formbrid shows how many records were updated. If some records could not be updated, review them individually.

If pairing is enabled for your sheet, use the Pairings page to prepare rooms for attendees inside your assigned group area. People outside the sheet do not appear in its attendee pool; they can only be added by entering their registration code explicitly.

A selected group includes matching attendees at the current group, parent levels, and child levels. Unrelated branches are not included. The organizer decides whether pairing requires full payment or accepts both full and partial payments. Unpaid attendees are never eligible.

• Select the ticket you are arranging.
• Select a group when your sheet covers more than one.
• Create rooms, add attendees, or use Auto-generate.
• Use Add with code when an eligible attendee gives you their registration code, including someone in another group at the same event.

Normal attendee-list additions stay inside your sheet. Add with code is an explicit exception to the group boundary, but it does not bypass any eligibility or room checks. Auto-generation stays inside the selected group unless group overlap is explicitly enabled. Formbrid checks active status, ticket, the event's pairing payment policy, room capacity, gender, sheet scope, and existing room assignments before adding anyone.

Rooms are same-gender by default. A room's mixed-gender override changes only that gender rule; all other checks remain in place. Group badges show the attendees' deepest groups, and matching colors make it easier to see which groups are represented in a room.

Attendee requests made from passes may create dedicated draft rooms and connected room groups. You can review and adjust those drafts within your sheet. Only an admin can publish the final room assignments.

The Check-In page helps you track arrivals for your group.

• see how many people have checked in
• search for a person by name, email, or code
• filter by checked in or not checked in
• check someone in
• undo check-in if it was done by mistake
• open a person's registration record

Bulk check-in is available for selected people. Cancelled registrations are skipped when checking people in.

If someone was checked in by mistake, use undo check-in to remove their arrival status.

Boarding tracks transport boarding without changing event check-in. From the Boarding tab, you can search your sheet's attendees, mark one or several people as boarded, and undo a boarding recorded by mistake.

Cancelled registrations are skipped when marking people as boarded.

If the event uses souvenirs, your sheet may include a Souvenirs area.

• Pending: assigned but not ready yet
• Ready: ready for collection
• Delivered: collected by the attendee

You can move items between these statuses. If someone has more than one of the same item, you may be able to move only part of the quantity.

Inventory is shared across the whole event. If an item is out of stock, you may not be able to assign more.

When an item is marked Ready or Delivered, the attendee may receive a notification if they have contact details on file.

Export your sheet when you need a spreadsheet for reporting, follow-up, or offline work.

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

Your export only includes people inside your sheet's assigned group area.

Why can I not see someone?

They may belong to a different group, or they may not have selected the group covered by your sheet. Ask the organizer to check.

Can I change the groups assigned to my sheet?

No. Only the organizer can change sheet assignments.

Can I create new groups?

No. Groups are managed by the organizer.

Why can I not assign a ticket or souvenir?

It may be full, disabled, or outside what your sheet is allowed to manage. Ask the organizer if you think it should be available.

Does deleting a sheet delete attendees?

No. Deleting a sheet only removes that access point. The registrations remain on the event.