Creating, Printing and Emailing Roster

In this article, you will see how easy it to do several tasks as they relate to rosters. A Roster is a list of customers attending an event. Ideally, you want a roster just before the event is about to start so you know who is coming and count of guests.

  • Roster Report (what's included)
  • Printing a Roster
  • Downloading a Roster
  • Creating a custom Roster report
  • Sending an email to the Roster
  • Receive automatic email of the rosters

Roster Report

When you generate a roster report, either for printing or downloading purpose, the following items are included:

  1. Guest Names: These are attendees coming to the event along with any additional information you may have requested like age, gender etc.
  2. Customer's Name: The name of the customer who booked this event.
  3. Order ID: Unique order of the booking
  4. Order Notes: Any notes you added to the order.

Here's a sample roster report- Sample Roster 


Printing A Roster

To print a roster for an event:

  1. Click on the "Calendar" on the top-left corner
  2. Click on the event for which you want to print the roster
  3. Click on "Roster Actions" button and select "Print roster" from the drop-down.
  4. Give it a few seconds and your roster will be ready for printing.

Downloading A Roster

To download a PDF of a roster for an event:

  1. Click on the "Calendar" on the top-left corner
  2. Click on the event for which you want to download the roster
  3. Click on "Roster Actions" button and select "Download roster" from the drop-down.
  4. Give it a few seconds and your roster will download to your computer in a PDF format.

Create A Custom Roster Report

To create a custom roster report for an event:

  1. Click on the "Calendar" on the top-left corner
  2. Click on the event for which you want to create a custom report of the roster
  3. Click on "Roster Actions" button and select "View complete report" from the drop-down.
  4. This will take you to the "Orders" page for the event and you can build a custom report from here.


Send An Email To The Roster

You can trigger a manual email to the roster of an event prior to or after the event is over. This is great for sending a reminder email or collecting post-event feedback.

To send an email to the roster for an event:

  1. Click on the "Calendar" on the top-left corner
  2. Click on the event for which you want to send an email to the roster
  3. Click on "Roster Actions" button and select "Email attendees" from the drop-down.
  4. This will take you to a page where you can type and send an email to your roster.

Receive Roster Digest Every Morning

An email digest is sent to you every morning at 9am with a roster of all events on that day. Roster is only emailed for events that are public events with availability set to more than one and when at least one person is registered for the event.

This feature is currently in beta and can be requested by emailing us at help@getOccasion.com. 

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