May 5, 2025
Compiling event data from multiple sources can be one of the most time-consuming and frustrating tasks for event organizers. Whether you’re tracking dietary restrictions, monitoring attendee check-ins, or analyzing overall event success, pulling all this information from different silos can be a logistical nightmare.
To make attendee data readily available, we previously released our popular Attendee Analytics and Registration Form Analytics features. These tools have empowered many organizers to improve their events by planning their agenda, pitching to event sponsors, and arranging event logistics based on attendee data.
Now, we’re taking event data analytics a step further with the release of Custom Attendee Data Export, a powerful tool that lets you synthesize information from multiple sources like check-ins, surveys, ticket types, and registration form responses. Generate reports anytime—before, during, or after your event—to get the insights you need, when you need them.
This export is incredibly useful if you need to view specific registration form question responses for special attendee groups. Here are just a few use cases:
Dietary Restrictions
Generate a list of attendees who both checked in and indicated dietary restrictions on their registration form. If you’re doing daily check-ins, you can pull an updated list each day. This helps you avoid over-ordering and ensure those with special needs receive the correct meals.
Transportation Needs
If attendees signed up for shuttle services (e.g., rides to the airport) during registration, you can filter that list to show only those who have actually checked in. This makes it easier to give the shuttle company an accurate headcount, avoid paying for unused spots, and ensure no one is accidentally left behind.
Lead Reports for Sponsors/Exhibitors
Combine attendee registration info (job title, company, etc.) with session check-ins and post-event survey responses to provide sponsors with high-quality leads based on real engagement—not just sign-ups.
No-Show Follow-Up
Easily spot attendees with special ticket types—like VIPs or complementary tickets—who registered but never checked in. You can exclude them in your post-event survey or send a quick “We missed you!” message to find out what happened. Bonus: See which ticket type had the highest no-show to help fine-tune your marketing strategy or event budgeting for next time.
Now let’s explore how this new feature will help you spend less time wrangling spreadsheets and more time focusing on what truly matters: delivering an outstanding event.
Where to Find Your Custom Attendee Export
Pulling your custom report is simple. Just navigate to the “Attendees” tab, select “Manage Attendees”, and from the drop down menu click on the “Analytics and Exports” section. No more jumping between tabs and piecing together scattered data from check-in, registration, or attendee lists–everything you need is now in one place.
Once there, you’ll see a list of all of your event’s attendees, as well as high-level behavioral data, such as attendee names, check-in status, and sessions on their agenda. From there, you can start filtering attendees to your desired groups and export the report you need.
Generate your custom attendee report in “Analytics and Exports.”
Keep in mind that full analytics may not be available before or during the event as data such as check-in and session feedback submissions change, but you can still export data at every stage.
Exporting Attendees by Specific Data Fields
Every event is different, and so are the insights you need. Custom Attendee Data Export allows you to tailor your reports with the exact data points you care about—no digging through irrelevant info or combining spreadsheets manually.
By default, each export includes core data on attendee behavior and engagement:
- Attendee names
- Check-in status
- Days checked in
- Sessions checked in
- Sessions on their agenda
- Surveys submitted
- Session feedback submitted
Analyze high level attendee behavioral trends.
If you want more detailed information, you can choose to include multiple choice question attendee responses from your Whova registration form, perfect for segmenting attendees based on preferences or logistical needs.
Since these questions are customizable, you can choose the best ones for your event, like dietary restrictions or transportation needs.
This flexibility makes it easy to build highly specific reports that keep your team organized and informed at every stage of your event.
Choose answers from one question form to include in your export.
Export Specific Attendee Types for Smarter Planning and Comparison
Not every report needs to include your entire attendee list. With Custom Attendee Data Export, you can specify exactly which attendee types to include, making it easier to analyze trends, plan logistics, or compare engagement across different groups.
Here’s how you can customize your export:
All Attendees
Useful for broad logistics planning, like getting a complete list of dietary restrictions or transportation needs across your entire guest list.
Specific Ticket Types
Focus on attendees with certain ticket types—like VIP, all-access, executive, or single-day—to better understand their behaviors. For example, see how many sessions your VIP guests attended or how many days your all-access pass holders checked in.
Specific Attendee Categories
Narrow down to categories such as students, first-time attendees, industry professionals, mentors, and more. Analyze trends like how many sessions each group attended or how much they engaged with surveys and feedback forms.
Export data for specific attendee types to get more precise, targeted insights.
This targeted export also makes it easy to plan for category-specific needs. For instance, if your VIPs have a separate lunch area, you can cross-reference their dietary restrictions with their check-in status to make sure the right meals are prepped for the right people.
Whether you’re tracking engagement trends or coordinating logistics for different attendee types, this feature helps you get the insights you need in just a few clicks.
Ready to Make Your Event Data Work for You?
With Custom Attendee Data Export, you can stop piecing together spreadsheets and start making faster, smarter decisions backed by attendee insights.
Whether you’re managing logistics or fine-tuning engagement strategies, this feature gives you the flexibility to export exactly what you need, when you need it.