Manage all event registrations, view attendee details, track payments, and handle check-ins efficiently with Vihaya's comprehensive registration management system. Learn how to search, filter, export, and manage registrations effectively to ensure a smooth event experience.
Overview
The Registration Management system provides a centralized dashboard to view, manage, and track all event registrations. From viewing registration details to processing check-ins, everything you need is in one place.
Viewing Registrations
Access all registrations from the event details page. Each registration shows comprehensive information:
Personal Information
- Full Name
- Email Address
- Phone Number
- College Name
- Department
- Year of Study
Registration Details
- Registration Date & Time
- Transaction ID
- Payment Status
- Payment ID (if paid)
- Referral ID (if provided)
Additional Options
- Accommodation Status
- Food Coupon Status
- Food Coupon ID & QR Code
- WhatsApp Group Join Status
Team Information
For team events, view all team members with their details, team name, and team size.
Registration Details View
Click on any registration to view expanded details. The details view shows:
- •Complete Profile: All personal and contact information
- •Payment Information: Transaction ID, payment ID, amount paid, payment method
- •Registration Metadata: Registration timestamp, referral source, special pricing category used
- •Food Coupon Details: Coupon ID, QR code (if applicable), price paid
- •Team Members: Complete list of all team members with their details (for team events)
Search & Filter Registrations
Quickly find specific registrations using powerful search and filter options:
Search By
- Name (full or partial match)
- Email address
- Phone number
- Transaction ID
- Referral ID
- Food Coupon ID
Filter By
- Payment Status (Paid, Free, Pending)
- Registration Date Range
- Department
- Year of Study
- Accommodation Status
- Food Coupon Status
- Special Pricing Category
Export Registration Data
Export registration data for external use, accounting, or analysis:
You can export registration data in various formats:
- •PDF Format: Formatted reports for printing or sharing
- •Excel (CSV) Format: For spreadsheet applications like Excel or Google Sheets
Exported data includes all registration fields, payment information, and timestamps.
Food Coupon Management
For events with food coupons enabled, manage coupon information:
View Food Coupon Statistics
See how many attendees opted for food coupons, total revenue from food coupons, and coupon distribution.
Access QR Codes
View and verify food coupon QR codes directly from the registration details. Each coupon has a unique ID and QR code.
Coupon Verification
Use the food coupon verification screen to scan and verify coupons during the event. Learn more about QR Scanning and Check-In.
Team Registrations
For team events, view complete team information:
- •Team Name: The name chosen by the team
- •Team Size: Number of members (within min/max limits)
- •Team Members: Complete list with name, email, phone, college, department, and year for each member
- •Team Leader: The person who registered the team
Deleting Registrations
Remove registrations when needed. This action permanently deletes the registration and cannot be undone.
How to Delete a Registration
- Navigate to the event management detail page
- Find the registration you want to delete in the registrations list
- Click on the registration to view its details
- Click the delete button (trash icon) on the registration card
- Confirm the deletion in the confirmation dialog
What Gets Deleted
- The registration document from the event's registrations collection
- All associated data including payment information, food coupons, and team member details
- The registration count is automatically updated
- Financial analytics are recalculated to reflect the removal
⚠️ Important Notes
- Deletion is permanent and cannot be undone
- If the registration was paid, the payment record remains in the payment system (Razorpay)
- For team events, deleting a team leader's registration may affect team member registrations
- Consider exporting data before deleting if you need a backup
Registration Statistics
View real-time statistics about your event registrations:
Total Registrations
Current count of all registrations
Paid Registrations
Number of paid registrations
Free Registrations
Number of free registrations
Food Coupons
Count of food coupons purchased
Accommodation Requests
Number of accommodation requests
Department Breakdown
Registrations by department
