Attendee Registrations

Attendee Registrations is a protected frontend management view for authorised event managers. It presents registrations from all events in one searchable table and provides tools for changing registration status, resending status notifications and promoting users from waiting lists.

What This View Is For

Use this view when organisers or site staff need a central frontend workspace for registrations. Unlike My Attendances, which shows the signed-in user's own bookings, Attendee Registrations is designed for people who administer other users' registrations.

ViewWhose registrations are shown?Main purpose
Attendee Registrations Registrations across all events, subject to the active filters Manage attendee statuses, notifications and waiting-list promotions
My Attendances Only registrations belonging to the signed-in user Let users review their own bookings
Attendees for one event Registrations belonging to the selected event Work with a single event's attendee list

Create the Joomla Menu Item

  1. In the Joomla administrator, open Menus and choose the menu that contains the protected organiser area.
  2. Select New.
  3. For Menu Item Type, choose JEM → Attendee Registrations.
  4. Enter a menu title, for example Attendee Registrations.
  5. Set Access to a dedicated access level containing only trusted registration managers. Do not leave this menu item Public.
  6. Choose the registration columns and optional page text described below.
  7. Save the menu item and test it with a user from every intended and excluded user group.
Direct links are protected too. Guests are redirected to the Joomla login page. An authenticated user who does not have all required JEM permissions receives an access warning and is redirected to the site home page.

Menu Item Options

Registration Columns

Select one or more columns and arrange the selection as required. The same selection is used by the browser table and the PDF export.

ColumnContentNotes
Registration ID Internal identifier of the registration record Useful for support and record tracing.
Name Joomla user's full name Searchable and sortable.
Username Joomla login name Searchable and sortable.
User ID Numeric Joomla user ID Useful when names are duplicated.
Email Joomla user's email address Personal data; enable only when managers need it.
Places Number of places reserved by the registration Used when an event allows more than one place per registration.
Registration Date Date and time when the registration was created The default sort is newest registration first.
Event Event title with a link to the event detail page Searchable and sortable.
Event Date Formatted event start and end date/time Uses JEM's event date and time-reference rules.
Venue Venue name with a link to the venue detail page Can be sorted.
Status Invited, Not Attending, Attending or Waiting List Becomes an editable selector for authorised managers.
Comment Comment stored with the registration May contain attendee-provided information.

The default columns are Registration ID, Name, Username, Places, Registration Date, Event, Event Date and Status. If an invalid or empty stored selection is encountered, JEM falls back to this default set.

Page Text

OptionDefaultEffect
Show Intro Text No Displays the configured introductory HTML above the filters and registration table.
Intro Text Empty Provides instructions, privacy guidance or workflow notes for managers.
Show Footer Text No Displays the configured footer HTML below the table and pagination.
Footer Text Empty Can contain support contacts, policy reminders or links to related organiser pages.

Required Access and Permissions

A user can open Attendee Registrations when either of the following permission conditions is true:

  • The user has Joomla Super User / Configure ACL & Options authority for JEM (core.admin); or
  • The user has all three JEM permissions: Access Administration Interface (core.manage), Access Events (jem.events.access) and Manage Attendees (jem.attendees.manage).

Configure these rules in System → Global Configuration → JEM → Permissions, or through the equivalent component options screen for the Joomla version in use.

Menu access is not a permission grant. A Registered or custom access level controls visibility of the Joomla menu item. The JEM permission checks still run when the route is opened, including when someone enters its URL directly.

Find and Sort Registrations

The toolbar can combine a text search with a registration-status filter:

  • Search fields: All, Name, Username or Event.
  • Status filters: All, Invited, Not Attending, Attending or Waiting List.
  • Sortable columns: Registration ID, Name, Username, User ID, Places, Registration Date, Event, Event Date, Venue and Status.
  • Pagination: the display selector uses the global JEM number-of-items setting as its initial value.

Filters and sorting remain active while the manager works in the view. The PDF action also receives the current search, status and ordering values.

Registration Statuses

StatusMeaningCapacity effect
Invited A registration exists, but attendance has not been confirmed. Does not represent a confirmed attendee place.
Not Attending The user is registered as not attending. Releases any previously confirmed places.
Attending The registration is confirmed. Consumes the number of places stored in the registration.
Waiting List The user is waiting for sufficient event capacity. Does not consume confirmed capacity until promoted.

Manage One Registration

  1. Locate the registration using the name, username, event or status filters.
  2. Use the selector in the Status column to choose Invited, Not Attending, Attending or Waiting List.
  3. JEM saves the transition, sends the corresponding status notification when the JEM Mailer plugin is enabled and records the management action.
  4. If a confirmed registration stops attending and releases capacity, JEM invokes the configured waiting-list reconciliation for that event.
Waiting List to Attending is a promotion, not an ordinary status edit. Choose the registration and use Promote from Waiting List. This preserves capacity validation, queue policy, notification behaviour and the audit trail.

The envelope action resends the email for the registration's current status. The manage-attendee action opens the selected event's attendee manager in a modal and pre-filters it to the corresponding user.

Batch Actions

  1. Select one or more registrations using the checkboxes in the first column.
  2. Choose an action from the selector below the table.
  3. Select notification or force options when applicable.
  4. Choose Apply.
Batch actionResultImportant restriction
Renotify selected Resends each selected user's current registration-status email. The JEM Mailer plugin must be enabled for messages to be delivered.
Set Not Attending Changes all selected registrations to Not Attending. Released places can trigger waiting-list reconciliation.
Set Invited Changes all selected registrations to Invited. Only records that actually change generate a transition.
Set Attending Confirms selected registrations that are not on the waiting list. Waiting-list entries must use the promotion action.
Set Waiting List Moves selected registrations to the waiting list. Moving a confirmed attendee releases capacity.
Promote from Waiting List Promotes selected waiting-list registrations according to capacity and records the action. All selected registrations must belong to one event.

Waiting-list Promotion Options

  • Notify promoted: selected by default. Sends the promotion/status notification to users who are promoted.
  • Force promotion beyond capacity: available only to a JEM Super User (core.admin). It permits a deliberate over-capacity promotion after an additional confirmation.
  • One event per operation: a manual promotion is rejected if the selected registrations belong to different events.
  • Capacity-aware: without the force option, promotion fails when the required places would exceed the event capacity.

Notifications and Audit Trail

  • A real status transition dispatches the corresponding JEM registration email and an action-log event.
  • Renotify sends the current status email again without changing the stored status.
  • If the JEM Mailer plugin is disabled, JEM displays a notice. Enable and configure the plugin before relying on registration emails.
  • A failed notification after an otherwise successful waiting-list promotion is reported as a warning; the manager should follow up with the attendee.
  • Batch status changes are validated before the database transaction starts, preventing a partly applied selection when validation fails.

Print and PDF

The JEM button bar can expose Print and PDF actions when those buttons are enabled in the global JEM settings for the attendeeregistrations view.

  • Print opens a component-only presentation suitable for browser printing.
  • PDF exports the configured registration columns and preserves the active search, status filter and sort order.
  • The PDF is not paginated like the browser table; it contains all records matching the active filters.
  • Because exports can contain personal data, store and distribute generated files according to the site's privacy policy.

Dates and Time Zones

The Event Date column uses JEM's normal event date and time formatting. If an event uses the venue as its time reference, the venue must have the correct timezone. This is especially important in a global registration list that combines events held in different locations.

The registration date records when the booking was made; it is separate from the civil date and time of the event.

Practical Examples

  1. Filter by Invited and search for the required event.
  2. Select the users who have confirmed.
  3. Choose Attending and apply the batch action.
  4. Verify the success message and, when email is required, that the JEM Mailer plugin is enabled.

  1. Filter by Waiting List and by the event title.
  2. Select waiting registrations belonging to that one event.
  3. Choose Promote from Waiting List and leave Notify promoted selected.
  4. Confirm the action. JEM validates the places against the event capacity before promotion.

  1. Configure the menu item with Name, Email, Places, Event, Event Date, Venue and Status.
  2. Search by event and filter the status to Attending.
  3. Choose PDF. The generated document contains all matching rows in the active sort order.
  4. Handle the exported personal information securely and delete the file when it is no longer needed.

Troubleshooting

SymptomWhat to check
The page redirects to login The visitor is not authenticated. Log in with an authorised manager account; JEM supplies a return URL for guests.
The user logs in but is redirected to the home page Check that the group has either core.admin, or all of core.manage, jem.events.access and jem.attendees.manage for JEM.
The menu item is visible to unintended users Restrict its Joomla Access level. Then verify JEM permissions separately.
No registrations are shown Clear the search and select All statuses. Confirm that registrations exist and reset the pagination to its first page.
A status email is not delivered Enable and configure the JEM Mailer plugin and verify Joomla mail settings. Use Renotify after correcting the mail configuration.
Waiting List cannot be changed directly to Attending This is intentional. Select the registration and use Promote from Waiting List so capacity and queue rules are applied.
Promotion reports that selections must belong to one event Clear the selection, filter to one event and promote only that event's waiting registrations.
Promotion exceeds available capacity Reduce the selection or the number of required places. Only a Super User can explicitly force an over-capacity promotion.
Print or PDF is missing Check JEM's global Print/PDF settings and ensure the attendeeregistrations view is enabled for the relevant button.
An event time appears in the wrong timezone Check the event time reference and, if it uses Venue timezone, the timezone saved in that venue.

Before Publishing

  • Use a dedicated Joomla access level for trusted registration managers.
  • Grant only the required JEM permissions and test both allowed and denied accounts.
  • Choose only the columns managers need, especially for Email and Comment.
  • Add concise intro text explaining the site's registration and privacy workflow.
  • Test individual and batch status changes on a non-production event.
  • Test waiting-list promotion with single-place and multi-place registrations.
  • Verify JEM Mailer notifications, action logging, Print and PDF.

Technical Notes

  • The frontend view name is attendeeregistrations.
  • Its list joins registration, Joomla user, event and venue records so the selected identity, event and location columns can be displayed together.
  • Allowed sort fields are validated by the model, and status values are limited to the known logical registration states.
  • Status-changing requests and batch actions require a valid Joomla session token and the attendee-management permission check.
  • Batch status updates are committed in a database transaction, after which JEM dispatches status mail, audit events and any required waiting-list reconciliation.
  • Manual waiting-list promotion uses JEM's central promotion service, keeping frontend and backend capacity policy consistent.

Related Documentation

  • User Area — overview of protected frontend management and personal views.
  • My Attendances — the signed-in user's own registrations.
  • Registered Users — manage registrations for one event in the administrator.
  • Add Event — configure event registration, places and waiting-list behaviour.
  • JEM Mailer Plugin — registration and event notification delivery.

Related GitHub Issues