Ian Jamieson

Cvent attendee statuses track every stage of a participant’s journey — from invitation to attendance — and are essential for automation, reporting, and CRM sync. Understanding how these statuses change helps ensure clean data and accurate engagement tracking.

Here’s a clear breakdown of how Cvent attendee statuses work, what triggers them, and how they impact your event workflows.

Core Attendee Statuses in Cvent

Cvent uses several key statuses to describe an attendee’s relationship to an event. These typically include:

• Invited: The person has been added to the event but hasn’t responded.
• Registered: The attendee has completed the registration process.
• Waitlisted: The attendee attempted to register but was placed on a waitlist due to capacity limits.
• Cancelled: The attendee registered but later cancelled their registration.
• Attended: The attendee checked in or was marked as present.
• No-Show: The attendee registered but did not attend.
• Declined: The invitee actively declined the invitation.

These statuses are stored in the Invitee and Registrant records and can be mapped to CRM systems like Salesforce for reporting and follow-up.

How Attendee Statuses Change

Statuses are updated automatically or manually based on specific actions:

1. Invitation Sent

• Status becomes Invited when a contact is added to the event and sent an invitation.
• This can be triggered by manual import, API sync, or campaign automation.

2. Registration Completed

• Status changes to Registered when the attendee completes the registration form.
• This can include payment, session selection, and opt-in preferences.

3. Waitlist Triggered

• If the event or session is full, the registrant is placed on a Waitlist.
• This status is triggered by capacity rules set in the event configuration.

4. Cancellation

• Status becomes Cancelled if the attendee cancels via the event site or if an admin cancels them manually.
• Cancellation can also be triggered by payment failure or policy enforcement.

5. Attendance

• Status updates to Attended when the attendee checks in via onsite tools, badge scanning, or manual update.
• This is often synced post-event via Cvent’s OnArrival or Attendance Tracking modules.

6. No-Show

• If the attendee was registered but not marked as attended, their status may be updated to No-Show.
• This can be automated based on attendance data or manually applied.

7. Declined

• If an invitee clicks “Decline” in the invitation or registration form, their status becomes Declined.
• This helps segment disengaged contacts for future outreach.

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What Triggers Status Changes

Status changes are triggered by:

• User actions: Registration, cancellation, check-in, decline.
• Admin actions: Manual updates, imports, overrides.
• Automation rules: Capacity limits, payment failures, session logic.
• API syncs: External systems updating Cvent records.
• Attendance tracking: Badge scans, mobile check-ins, session attendance.

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Why Status Accuracy Matters

Accurate attendee statuses power:

• Journey automation (confirmation emails, reminders, follow-ups)
• CRM sync (lead scoring, campaign membership)
• Reporting (attendance rates, no-show analysis)
• Segmentation (VIPs, repeat attendees, disengaged contacts)

Understanding and managing these statuses ensures your event data is clean, actionable, and aligned with your broader marketing and sales systems.

Happy Marketing, Ian