# Tracking registrations, attendance and certificates

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

Language : en
Updated : 2026-09-07
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 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. If three employees share a request, do not multiply its amount by three when reading the list: the links on all three rows may point to the same request.

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.

## 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

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.