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Attendee fields determine what information you collect from registrants for each event. PassTru allows you to customize which fields are required for your specific event needs.

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Available Attendee Fields

PassTru provides the following predefined attendee fields:
FieldAlways RequiredDescription
NameYesAttendee’s full name
EmailYesAttendee’s email address (used for login and communications)
DepartmentNoAttendee’s department or division
OrganisationNoAttendee’s company or organization (useful for multi-org events)
SeatNoAssigned seat number
TableNoAssigned table number
BoothNoAssigned booth or station number
DietaryNoDietary requirements or restrictions
RemarksNoAdditional notes or special requests
Name and Email are always required and cannot be deselected. These are system fields necessary for attendee identification and communication.

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Configuring Attendee Fields

Attendee fields are configured during event creation or editing.

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During Event Creation

1

Start creating an event

Navigate to /events and click Create Event.
2

Fill in event details

Complete the event name, slug, date, venue, category, and details fields.
3

Select attendee fields

In the Attendee Fields section:
  • Name and Email are pre-selected and disabled (always required)
  • Check the boxes for any additional fields you want to collect
  • Fields are displayed in a grid layout (2-3 columns depending on screen size)
4

Save the event

Click Save to create the event with your selected attendee fields.

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During Event Editing

1

Navigate to Events

Go to /events from the Client Portal sidebar.
2

Edit the event

Click the Edit icon (pencil) for the event you want to modify.
3

Modify attendee fields

In the Attendee Fields section:
  • Check additional fields to add them
  • Uncheck fields to remove them (if no attendees have been registered yet)
4

Save changes

Click Save to update the event configuration.
If attendees have already been registered, be cautious when removing attendee fields. Existing attendee data for removed fields will be lost.

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How Attendee Fields Work

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CSV Template Generation

When you download the CSV template from /portal/attendees:
  • The template includes columns for all selected attendee fields
  • Name and Email are always the first two columns
  • Additional fields appear in the order: Department, Organisation, Seat, Table, Booth, Dietary, Remarks
  • The template is dynamically generated based on your event’s attendee field configuration
Example CSV Templates: Minimal Fields (Name, Email only): 
Name,Email
John Doe,[email protected]
Jane Smith,[email protected]
Extended Fields (Name, Email, Department, Organisation, Dietary): 
Name,Email,Department,Organisation,Dietary
John Doe,[email protected],Engineering,TechCorp,Vegetarian
Jane Smith,[email protected],Sales,MarketCo,None

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Attendee Portal Display

Selected attendee fields determine what information is displayed in:
  • Attendee Management (/portal/attendees) — Table columns match selected fields
  • Attendee Portal (/{org-slug}/{event-slug}/attendee/{unique-id}) — Attendee info section shows selected fields
  • Post Check-In Message — You can choose which fields to display after check-in
  • Branding Templates — Custom fields are available as {{field_name}} variables

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Branding Template Variables

Each selected attendee field becomes a template variable:
FieldVariableExample Usage
Name{{attendee_name}}”Welcome, !”
Email{{attendee_email}}”Email: “
Department{{Department}}”Dept: “
Organisation{{Organisation}}”From: “
Seat{{Seat}}”Seat: “
Table{{Table}}”Table: “
Booth{{Booth}}”Visit Booth “
Dietary{{Dietary}}”Dietary: “
Remarks{{Remarks}}”Notes: ”
Custom field variables use the exact field name (case-sensitive). System fields like Name and Email use the attendee_ prefix.

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Field Validation

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CSV Upload Validation

When uploading attendees via CSV (/portal/attendees):
  • The system validates that all selected attendee fields have corresponding columns in the CSV
  • Name and Email are always required columns
  • Missing columns for selected fields will cause the upload to fail
  • Extra columns not in the selected fields are ignored

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Field Name Validation

Attendee field names must:
  • Match one of the predefined field options exactly
  • Be valid field names (alphanumeric, no special characters except spaces)
  • Not conflict with system-reserved names
// Field validation example
const validFieldName = (field: string) => {
  const allowed = ["Name", "Email", "Department", "Organisation", 
                   "Seat", "Table", "Booth", "Dietary", "Remarks"];
  return allowed.includes(field);
};

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Common Attendee Field Configurations

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Corporate Events

Recommended fields:
  • Name (required)
  • Email (required)
  • Department
  • Organisation
  • Dietary

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Seated Dinners or Galas

Recommended fields:
  • Name (required)
  • Email (required)
  • Table
  • Seat
  • Dietary
  • Remarks

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Conferences with Booths

Recommended fields:
  • Name (required)
  • Email (required)
  • Organisation
  • Booth
  • Remarks

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Weddings or Private Events

Recommended fields:
  • Name (required)
  • Email (required)
  • Table
  • Seat
  • Dietary

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Training or Workshops

Recommended fields:
  • Name (required)
  • Email (required)
  • Department
  • Organisation
  • Remarks

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Post Check-In Field Display

After attendees check in, you can configure which fields to display on the post check-in message.

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Configuring Visible Fields

1

Navigate to Event Branding

Go to /{org-slug}/{event-slug}/portal/branding.
2

Select Post Check-In tab

Click the Post Check-In tab in the branding editor.
3

Choose fields to display

In the Information to Display section:
  • All selected attendee fields are available (plus Unique ID)
  • Check the fields you want to show after check-in
  • Fields appear in a grid of checkboxes
4

Save Draft or Publish

Click Save Draft to save changes, or Publish to push to the live check-in page.
Available fields for post check-in display:
  • Name
  • Email
  • Unique ID
  • All custom fields you selected for the event (Department, Organisation, Seat, Table, Booth, Dietary, Remarks)

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Best Practices

1

Only collect necessary data

Select only the fields you actually need. Collecting too much information can reduce attendee registration rates and create unnecessary data management overhead.
2

Plan fields before event creation

Decide on your attendee fields before creating the event to avoid having to modify them later when attendees are already registered.
3

Use consistent field names across events

If you run similar events regularly, use the same attendee field configuration for consistency in data exports and reporting.
4

Consider privacy and compliance

Be mindful of data privacy regulations (e.g., GDPR, PDPA) when collecting attendee information. Only collect what you’re legally allowed to process.
5

Test CSV uploads

Before bulk uploading attendees, test with a small CSV file (2-3 rows) to ensure field mapping is correct.

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Troubleshooting

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CSV Upload Fails with Field Error

Issue: Upload rejected with message about missing columns. Solution:
  1. Download the latest CSV template from /portal/attendees
  2. Ensure your CSV has columns for all selected attendee fields
  3. Column names must match exactly (case-sensitive)
  4. Name and Email columns are always required

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Cannot Remove a Field

Issue: Attendee field checkbox is disabled or cannot be unchecked. Solution:
  • Name and Email are always required and cannot be removed
  • If attendees are already registered, some fields may be locked to prevent data loss
  • To remove a field with existing data, you may need to create a new event

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Field Not Appearing in Branding Template

Issue: Custom field variable like {{Department}} not rendering in branding. Solution:
  1. Ensure the field is selected in the event’s attendee field configuration
  2. Check variable spelling and case (must match exactly)
  3. Re-publish the branding template after adding the field
  4. Verify attendees have data in that field (empty fields render as blank)

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