From workspace to arrival
How the parts of an event fit together, from an empty workspace to an attendee landing at the airport, which status changes at each stage, and where things usually go wrong.
This page follows one attendee from the day you add them to the day they arrive. It is for planners. Each stage feeds the next, so a gap early on shows up later as a missing room, booking or shuttle. Every stage links to the page that explains it in full.
The journey at a glance
| Stage | What happens | Registration status afterwards |
|---|---|---|
| Set up the workspace | Dates, venue, airports and project codes are set | None yet |
| Add the attendee | Added by hand or imported | Pending Invite |
| Invite | The registration link is emailed | Invitation sent |
| Fill in the form | The attendee saves progress | Started |
| Submit | The form locks | Submitted |
| Reopen (optional) | You ask for a change | Update requested, then Updating |
| Rooms, visa, travel, shuttle | You and the travel data do the work | No change |
Set up the workspace
Create the workspace with its name, dates, venue, airports and project codes. Travel bookings only attach to the event through the project codes and the event airports, so set both before bookings start to arrive. See The event hub.
Then build and publish the registration form. A form saved as a draft is not live, and no link works until you publish it. See Registration form setup.
Publishing the Event website and setting up the app are separate jobs that can run alongside every stage below.
Add the attendee
Add people one at a time or import a CSV file. Every attendee needs an email address, because the invitation is sent to it. A new attendee starts as Pending Invite. See Attendee manager and Importing spreadsheets.
Invite the attendee to register
In the attendee manager, tick the people and choose Send Registration Link from Send email. Each person gets the link and, in a second email, a personal access code. The status becomes Invitation sent. Attendees without an email address are skipped. See Attendee manager and Emails and messages.
The code is valid for 48 hours. An attendee whose code has run out enters their email on the landing page and is sent a new one. People who belong to a team are not invited one by one. The email goes to their team contact, who opens the team page and completes each member.
The attendee registers
The attendee opens the link, enters the code and works through the form. Their status changes to Started when they first save progress, not when they merely open the page. Pressing Submit registration changes it to Submitted, and the form locks so the team can rely on the answers. See Registering for an event.
Two things happen at the moment of submitting. The attendee counts as registered on the Event overview. And their passport and visa details join the New queue in Visa management.
If a submitted attendee must change something, you choose Update requested in the attendee manager. Their form opens again, and the status becomes Updating once they start editing. When they submit again it returns to Submitted. You can also choose Cancelled for someone who is leaving the event. That locks their form, and they stop counting on the attendee manager cards.
Review and clear visas
Check each person's Info, Visa and TMC statuses in the attendee manager. TMC is the travel agency's status and is read only. For attendees who need a visa, work through the queue in Visa management. Verify the passport and visa details, or mark them unverifiable with a reason, and download each batch once.
Assign hotels and rooms
In the attendee manager, give each person a hotel and a room type, and group roommates with Room sharing. A person leaves Needs a room only when both the hotel and the room type are set.
The Room block management grid then shows the demand against the rooms you contracted. It updates by itself, but it counts only trips with a room type and both dates. To have HAPR suggest the placements, see AI room assignment.
Travel gets booked
Attendees book through your travel agency. Booking data reaches HAPR through the agency's feeds, and HAPR matches each booking to an attendee. The match is recomputed about every four hours, so a booking made an hour ago may not show yet. Once matched, the attendee counts as Booked, the booking reference appears in the PNR column, and the spend is attributed to them on the event overview.
Matching needs the event airports and project codes from the workspace. A booking reference shared by several travellers is attributed to nobody, and the attendee shows a dash.
Plan the shuttles
The Shuttle report builds each arrival and departure from the flights that touch your event airports, with a vehicle time for pick up or drop off. It reads the travel data itself, so you do not run anything. A leg between two airports that are not the event's never appears.
Share the rooming list
When rooms are settled, open the Rooming list. Share it with the hotel through a secure link, so the hotel can add room and confirmation numbers. You can also create a voucher for each guest.
The attendee uses the app
Attendees sign in to the app with their email address. HAPR sends them a code or a one-tap link, and they see their schedule, flights, hotel and alerts. Attendees do not have HAPR accounts and cannot reach the event hub. You design the app and share its link from Designing the attendee app. What attendees see is in The attendee app.
Where it usually goes wrong
| Stage | What usually goes wrong | The fix |
|---|---|---|
| Set up the workspace | No project codes, or no airports | Set both on the workspace. Travel data needs them to attach |
| Publish the form | Saved as a draft, not published | Publish it. No registration link works before then |
| Send the link | The attendee has no email address | Every attendee needs one |
| Fill in the form | The access code has expired | The attendee asks for a new code on the landing page |
| Assign rooms | Hotel set, but no room type | Set both, for the rooming list and for the room block |
| Match bookings | No airports on the workspace | Set the event airports |
| Shuttle | A leg that touches no event airport | Only legs at an event airport appear |
Good to know
- Only Update requested and Cancelled can be set by hand. The other registration statuses are written by what happens, so they always report the truth.
- Registered, submitted and booked mean different things on different pages. See How the numbers work.
- Nothing on this page is a fixed order for your own work. You can assign rooms before an attendee submits, for example, but the counts only mean something once the earlier stages are done.