Help for Group Leaders

Find it

Open the sheet link sent by the organizer

Use it when

You have received delegated access to manage part of an event.

1. Open the link from the organizer.
2. If the password is not filled automatically, enter the eight-character Sheet password.
3. Choose Access sheet. A successful sign-in opens Summary.

Formbrid remembers the password in that browser for 30 days. You may need it again on another device, after clearing browser data, after the saved access expires, or after the organizer changes the password.

Do not forward the link or password unless the organizer has approved that person to manage the same attendees.

In the sheet header, tap the question-mark icon labeled Open help for this page for guidance about the current tab. The download-arrow icon is labeled Export, and the circular-arrow icon is labeled Refresh.

Find it

The sheet name and navigation remain visible at the top of every sheet page

Use it when

You need to confirm which attendees and groups your access covers.

Your sheet shows registrations connected to its assigned groups. If a sheet covers a parent group, it can also include registrations in covered descendant groups beneath it.

You cannot change the groups assigned to the sheet or create workspace groups. Ask the organizer to edit the sheet when the scope is wrong.

Most attendee lists and reports stay inside the sheet boundary. Add with code in Pairings is an intentional exception for an eligible cross-group roommate request; ordinary searching, filtering, bulk work, and exports remain scoped.

Find it

Sheet → Summary

Use it when

You need quick totals, planning numbers, or reports shared by the organizer.

Summary can show registration totals, expected and paid amounts, remaining balances, ticket and gender breakdowns, group breakdowns, event answers, and souvenir totals for the sheet.

Use these numbers for planning and progress checks. If totals look wrong, open Registrations and check the active filters, registration status, payment amounts, and group selections.

The organizer may publish additional data or statistics views on Summary. Open a view when you need its configured table or breakdown; a private view may ask for a separate password.

Find it

Sheet → Registrations

Use it when

You need to add, find, edit, cancel, or remove an attendee inside your assigned group area.

Choose Add to create a registration. Enter the attendee's name, gender, at least one contact method, ticket, payment details, answers, group selections, and souvenirs that the event requires. Some group choices are fixed by the sheet.

Search by name, email, phone number, or registration code. Add filters for ticket, status, gender, payment, check-in, group, answers, or souvenirs. Multiple filters are combined, and Clear all removes them together.

Select a row to open Edit Registration. Save only verified corrections. Capacity, inventory, event rules, and sheet scope may prevent a ticket, group, or souvenir change.

Deleting a registration removes that person from the event, not just from your sheet. Use cancellation when the organizer needs the record retained.

Find it

Sheet → Registrations → select two or more rows

Use it when

The same status, check-in, field change, or deletion applies to several attendees.

• Mark active restores selected cancelled registrations.
• Cancel retains records but blocks check-in and boarding.
• Check in and Undo check-in update arrival state.
• Edit fields applies supported common values to the selection.
• Delete permanently removes the selected registrations.

Review the selected count before confirming. After the action, Formbrid reports how many records succeeded; inspect any record that could not be updated.

Find it

Sheet → Pairings; this tab appears only when the organizer enables pairing

Use it when

You have been asked to prepare draft rooms for attendees in your group area.

1. Select the ticket. If the sheet covers several groups, select the group to arrange.
2. Choose Add room, add attendees from the available pool, or use Auto-generate.
3. Use Add with code only when an eligible attendee from another event group has given you their registration code.
4. Review capacity, payment eligibility, gender, group badges, and attendee requests.
5. Leave rooms as drafts for the organizer to review and publish.

The organizer decides whether full payment is required or partial payment is accepted. Unpaid or cancelled attendees, mismatched tickets, full rooms, and attendees already assigned elsewhere cannot be added.

Rooms are same-gender by default. The mixed-gender control changes only that rule. A mixed-scope room created with Add with code remains visible, but some room-wide editing is disabled because it contains someone outside the sheet.

Requests made from attendee passes may form connected groups. Do not split or replace a requested group without confirming the intended arrangement with the attendees or organizer.

Find it

Sheet → Check-in

Use it when

You need to mark arrivals for attendees in your group area.

Search by name, email, phone number, or code, and filter by check-in status. On mobile, choose Check in or Undo on the attendee card. On the desktop table, use the labeled action button at the right end of the attendee's row.

Select several people for bulk check-in when you have verified that they arrived together. Cancelled registrations are skipped. Open the attendee record when identity or status needs review before marking arrival.

Find it

Sheet → Boarding

Use it when

You need to track transport boarding without changing event check-in.

Search or filter the sheet's attendees. On mobile, choose Mark boarded or Undo on the attendee card. On the desktop table, use the labeled Board or Undo button at the right end of the row. Select several attendees to reveal the bulk Mark boarded and Undo boarding buttons.

Cancelled registrations cannot board. If an attendee says they boarded using their pass but the table did not update, confirm that boarding is enabled, the event dates are current, and the correct event QR was scanned.

Find it

Sheet → Check-in or Sheet → Boarding for manual records; the organizer provides any scanner-station link

Use it when

You are helping at an entrance or transport point and attendees are using digital passes.

Your sheet provides scoped Check-in and Boarding tables, but it does not create or publish an event scanner station. If you are expected to scan passes, ask the organizer for the correct link. They find it at Event → Check-in → Actions → Copy station link or Event → Boarding → Actions → Copy station link and should send it to you privately.

• When staff scan: open the station link, choose Enable Camera, and scan the QR on the attendee's pass.
• When attendees self-scan: the organizer displays the event QR. The attendee opens their pass scanner and scans that displayed code.
• When no scanner is available: open the appropriate sheet table, find the attendee, and record check-in or boarding manually.

Before scanning, confirm the event name and whether the station is for check-in or boarding. Keep the whole QR inside the frame, reduce screen glare, increase the attendee's screen brightness, and wait for a success or error before moving to the next person.

If the station says the registration is not found, confirm that the pass belongs to this event. If it says the attendee is cancelled or already processed, review their sheet record rather than repeatedly scanning. Ask the organizer to resolve people outside your assigned group scope.

Keep station links private and close them on shared devices after the shift. Check-in records arrival; boarding records entry into transport. Always use the table or station for the operation you are actually performing.

Find it

Sheet → Follow-up

Use it when

You need to contact your assigned attendees and record progress for the organizer.

Search or filter attendees, use the phone or email shortcut, and open a row to record Pending, Reached, No answer, or Callback. Add a concise note that another leader can understand.

The list starts with active registrations. Adjust the registration status filter when the task includes other records. Never put sensitive information in a follow-up note unless the event genuinely requires it.

Find it

Sheet → Diagnosis

Use it when

Before a message or follow-up campaign, or when contact and duplicate records need cleanup.

The Overview reports reachability. Use Invalid numbers, Invalid emails, and Duplicates to find records that may need correction.

Tap the pencil icon labeled Edit registration at the right of an issue, correct and save the registration, and then choose the labeled Re-scan button above the results. Suggested phone formatting is guidance; confirm the actual number with the attendee when uncertain.

Duplicate contact details can belong to family members or shared contacts. Compare the complete records before deleting or changing either registration.

Find it

Sheet → Souvenirs

Use it when

You need to prepare, hand out, or correct item allocations for your group.

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

Search or filter allocations and transfer the required quantity between statuses. If an attendee has several units, update only the quantity actually prepared or delivered.

Inventory is shared across the event. If a variant is unavailable, ask the organizer to correct stock or choose a permitted alternative. Ready and Delivered updates may notify attendees with contact details.

Find it

Sheet header → download-arrow icon labeled Export

Use it when

You need an offline spreadsheet or scoped report for your assigned group area.

Tap the download-arrow icon labeled Export at the top right of the sheet header. Select CSV or Excel, choose the fields to include, and start the export. Available data can include attendee details, tickets, payment, status, groups, answers, check-in, boarding, and souvenir fulfillment.

The export contains only registrations inside the sheet's assigned scope. Store and share it carefully because it may contain personal contact and payment information.

Find it

Use the Topics menu to jump to the related sheet feature above

Use it when

A person, tab, or action is missing or blocked.

Why can I not see someone?

The registration may be outside the sheet's assigned groups, may not have the expected group selection, or may be hidden by active filters. Clear filters first, then ask the organizer to verify the group assignment.

Why is Pairings missing?

The organizer has not enabled room pairing for the event, or the sheet data has not refreshed since it was enabled. Refresh once and ask the organizer if it remains unavailable.

Why can I not assign a ticket or souvenir?

It may be disabled, full, out of stock, or outside what the sheet may manage. Ask the organizer before changing to an unrelated option.

What happens if the sheet is deleted?

The link and password stop providing access, but the event registrations remain.