Event Management

Registration Management

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)

Registered Users management screen showing search bar, user registration card with details, and delete option

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:

Download Report modal showing PDF and Excel (CSV) export options

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