# Tracking registrations, attendance and certificates

Register one or more participants, manage waiting lists and payments, export information and issue certificates.

Language : en
Updated : 2026-10-16
Source : https://app.bookelio.app/docs/en/registrations-and-certificates

## Opening a date's registration list

Access: **Dashboard → Trainings → Training details → Registrations for the date**. Check the title and date before making changes: participants in two editions of the same course are managed separately.

The list shows confirmed participants as continuous rows separated by a thin divider, with their contact details, attendance, certificate, payment and management actions. You can record attendance directly from the row; a present participant is highlighted in green. Waitlisted registrations and actions without permission remain disabled.

At the top of the list, a summary shows confirmed and remaining places, the waitlist, the amount collected out of the total due with the number of unpaid registrations, and attendees with certificates sent or still to send. Searching by name, email or billing customer and the quick filters (**All**, **Unpaid**, **Not checked in**, **Certificate to send**) narrow the list without changing anything. Waitlisted registrations are grouped below confirmed participants, in order of arrival with their position. The checkbox in the selection bar selects or clears the displayed participants; once participants are selected, you can mark them present or absent, or send their certificates after confirming. These actions skip registrations they don't apply to (waitlisted, absent or without an email for certificates) and report any that failed so you can try again. Only selected participants with an email address are offered when emailing participants. This window also accepts an **HTML template**, pasted or chosen from your saved templates: it is sent as is, with no theme, logo or footer, and sending is refused while it contains `{{…}}` variables, which are not replaced here.

On desktop, every row follows the same columns, titled at the top of the list: participant (name, email), attendance, certificate (Not generated, Generated or Sent, with its controls), payment and actions. When the billing customer is a company (legal name or tax identifier), its name appears in brackets next to the participant. Only waitlisted registrations carry a badge, with a **Promote** button. Certificate, details, edit and delete controls use icons with names shown on hover and remain accessible by keyboard; on small screens the columns wrap onto several lines.

The chevron on the right, named **More information**, expands secondary contact details and payment requests. The card adapts to the screen width without horizontal scrolling; long names, emails and references wrap without being cut off. That participant’s paid/total amount remains separate from the full totals of linked payment requests, which may cover several people. Individual email selection, sorting and exports remain available from the list.

Invoices already linked to payment requests appear by number in the participant summary's payment section. Click a number to open the invoice. These links require the invoicing module and permission to read documents; an invoice shared by several requests appears only once in this summary.

In the additional information, each payment request shows its own paid / total amount and the numbers of its linked invoices. Its reference is shortened to save space; the full reference remains available on hover and to screen readers, and the link still opens the same request. The numbers open the invoices under the same permissions. These amounts cover the whole request, even if it covers several participants; they remain separate from the individual allocation shown in the participant summary.

The list distinguishes the participant, billing customer, registration date, placement status, attendance, certificate and payment requests. These details are not interchangeable: a participant may be confirmed without having completed payment, and a recorded payment does not prove attendance.

Prepare the [customer record](/docs/en/customers), participants' names and their contact details. Creating registrations, recording attendance, promoting, sending and deleting may require different permissions.

## Registering one or more people

1. Open the action to add a registration for the chosen date.
2. Select the billing customer. They may differ from the participants.
3. Enter each participant's name; add their email address, telephone number, role and remarks where useful.
4. Use **Add another participant** for a group registration.
5. Check the price breakdown: unit price, any discount, amount excluding VAT, VAT and total including all taxes.
6. If a manual adjustment is needed, check the amount excluding VAT actually being requested for the entire group.
7. Optionally enter a first instalment and check how it is handled.
8. Choose whether to send a confirmation email.
9. Confirm, then check the rows created and their associated payment requests.

A group registration creates one row per participant and a shared set of payment requests for the billing customer. Each row shows that participant's share of the total and paid amounts, including instalments. The linked payment requests retain the group amounts. The administrator receives one confirmation email containing every participant's contact details, remarks and form answers; each participant still receives an individual confirmation.

The suggested price is calculated for the selected number of participants and customer. Changing the customer or the group's composition may change the result. Read the [discounts guide](/docs/en/pricing-and-discounts) to understand the conditions applied.

### First instalment: planned or already received

The first instalment entered during manual registration is an amount including VAT for that registration. It must be positive and lower than the total including VAT. Do not confuse it with the first instalment excluding VAT configured per participant in the training record.

The checkbox to create the first-instalment payment records money already received. It does not initiate a bank debit. Tick it only if you have actually received the amount and want to record it in Bookelio. For a waitlisted registration, this immediate payment recording is not performed.

When a course offers instalment payments, the first instalment and balance may appear as two requests. Check the remaining total across both, not just the first request.

## Editing a registration

Click the row's **Edit registration** pencil. Correct the name, email, telephone number, role or remark, then click **Save**. Clearing an optional field removes its value; **Cancel** closes the window without saving. This action requires permission to update trainings.

The change applies only to this registration. It does not change the billing customer's record, payments or form answers. After correcting a name, generate any existing certificate again before resending it.

## Understanding the statuses

| Information | What it means | What it does not guarantee |
| --- | --- | --- |
| Confirmed | The participant has a place within the date's capacity. | That everything is paid or the person attended. |
| Waitlisted | The place is not confirmed. | Automatic promotion as soon as a place becomes available. |
| Paid | Recorded amounts cover the amount requested. | That an invoice or certificate has been sent. |
| Awaiting payment | An amount remains to be paid or a payment is in progress. | That the participant is on the waiting list. |
| Present | A manager has recorded attendance. | That a certificate has already been generated or sent. |
| Certificate available | A certificate file has been produced. | That the recipient has received it by email. |

Open the linked requests to investigate a failed or partial payment. The summary status does not replace the detailed history of money received.

## Managing the waiting list

When the waiting list is enabled and available places are insufficient, the group can be registered on the waiting list. An administrative training registration can still create payment requests: do not assume that 'waitlisted' means 'no financial documents'.

1. Check the number of available places for the date.
2. Find the waitlisted registration and use **Promote**.
3. Wait for confirmation, then check the resulting status.
4. Check payment requests and inform the people concerned if necessary.

Participants sharing a payment request may be promoted together. Bookelio checks again that enough places remain for the full group. A promotion refused because there are not enough places is not a payment problem.

Attendance cannot be recorded for a waitlisted registration. Confirm the place first when the situation allows it.

## Recording attendance

After checking actual participation, use the row's attendance control. Recording attendance also saves the time when you marked it. That entry time should not be interpreted as a physical check-in time if you enter attendance after the session.

Attendance can be unticked if it was recorded by mistake. However, a certificate that has already been downloaded or sent is not retrieved from the recipient's inbox. If an incorrect certificate has been distributed, explicitly handle the correction with the person concerned.

## Generating and sending a certificate

Before generating a certificate, check the participant's identity, title, dates, location, duration and organisation details. The date-specific duration is used when available; otherwise Bookelio uses the course duration. The logo, signatory and signature depend on the [organisation settings](/docs/en/settings).

1. Mark the participant as present.
2. Choose **Generate certificate**.
3. Open the available certificate and check its contents.
4. Use the send action when you want to deliver it by email.

Sending requires recorded attendance and a recipient address. The participant's email address takes priority; if absent, the billing customer's address is used. Check that fallback, especially when several employees are billed to a business.

The send action can generate the certificate if it does not yet exist. If it already exists, it reuses the saved file. Consequently, changing a duration, course name or visual settings does not automatically reissue an old PDF: generate the certificate again before resending it if its content needs updating.

## Exporting participants

The export tool lets you download a CSV file, choosing the useful columns: identity, contact details, attendance, payments, training information, addresses or answers to available forms.

1. Open the export from the participant list.
2. Select only the columns needed for your purpose.
3. Choose whether the home or billing address takes priority in the combined address columns.
4. Download and check the file before sharing it.

An export may contain personal data. Do not share remarks, contact details or form answers with a recipient who does not need them. An export is not an automatic message to participants.

## Deletion and common difficulties

The bin opens a confirmation showing the participant's name. Check it, then choose **Delete** or **Cancel**. Nothing is deleted before confirmation; if the request fails, the window stays open so you can retry.

Deleting removes the registration. It must not be used as an equivalent to a refund: review linked requests and payments separately, particularly when several participants share them.

If a certificate cannot be sent, check attendance, the recipient, PDF generation and email configuration, in that order. If generation fails, also have document storage and certificate settings checked.

If the paid status seems inconsistent, open all linked requests. A paid first instalment and an unpaid balance still leave a registration whose financial settlement needs to be reconciled.