Print or download a session's participant list

Before a session, your team needs to know who's coming: names for the register, kit sizes, and who might need extra support. Every session in your calendar has a Participants tab that puts everyone taking part on one list, ready to print for your instructors or download as a spreadsheet.

Print or download a participant list

1. Go to Calendar and click the session
2. Open the 'Participants' tab
3. Select 'Columns' and tick the booking details and questionnaire answers you want to include
4. Select 'Print' for a clean sheet with the activity, date, time and headcount at the top, or 'Download CSV' for a spreadsheet that opens in Excel or Google Sheets

What's on the list

• Everyone taking part, adults and children, with one row each in first-name order, marked as adult or child
• A summary at the top, such as “12 people · 2 not named yet · 1 not answered yet”
• Places that haven't been named yet, shown as one row per booking, so the list still adds up to your headcount
• “Not answered yet” next to anyone whose questionnaire isn't in, so you know who to follow up with

Cancelled bookings aren't included, and nor is an organiser who booked for others without taking part themselves.

Choose your columns

Booking: the organiser is shown by default. You can also add the organiser's phone number and email address if you can see the session's bookings. Contact details stay off the list unless you add them.

Questionnaire: each question in the session's question pack has its own tick box, so you can show only what your team needs, such as shoe size or medical needs. Your choice is remembered next time, and carries over to other activities whose question pack asks the same question in the same words.

Good to know

• Answers show once the customer has submitted their questionnaire for this booking. Answers carried over from an earlier booking appear once the customer confirms them
• If you change a session's question pack after people have answered, their answers still show
• If you can't see the Participants tab, ask your account owner to give your permission set access to 'Attendees', under 'Sessions'

Helpful tips:

• Hand your lead instructor a printed register with names and headcount before the session
• For your kit store, show only the size questions so wetsuits, boots or helmets can be laid out before the group arrives
• Add your medical and support needs questions for safety briefings, so instructors know who needs extra care
• Spot unnamed places on group bookings early and ask the organiser for names before the day
• Read more on the eola academy: New: print or download a session’s participant list

Related guides

• Create a question pack
• Email all customers on a session
• Change your team's permission sets