Joomla · Events Booking
The weekly attendee report
A PDF that arrives in your inbox each Monday, listing who is booked onto the week's events, how group bookings appear, and who has cancelled.
At a glance
Every Monday morning (the day and time are set by the site administrator) the report emails itself to the people on your list. It covers today and the following days, normally seven in all. You do not need to log in to Events Booking to see who is coming.
- One front cover with your logo, website name, report date and the dates covered.
- One section per event, in date order, each with its attendee list.
- Group bookings shown person by person, so a booker who brings a colleague counts as two.
- A separate cancellations section for the same events.
The screens below are a sample built from made-up people and a made-up training company.
The cover
- White band at the top holds your logo. Without a logo it stays clear.
- Website name in capitals, then the report title, both configurable.
- Report date, the day the PDF was produced.
- Period covered, from the first to the last day included.
- Totals line with the number of events, attendees and cancellations.
Event sections
Events run in date order. Under each heading a detail line gives:
- the date and time, with an end date for multi-day courses;
- the venue and town;
- Attendees booked, and the event's capacity where one is set (for example Attendees: 34 (capacity 40)), so you can see at a glance how full it is.
If an event is too long for the page, it continues on the next page with the heading repeated and marked (continued). An event with no bookings shows Attendees: 0 and the words No bookings.
The columns
| Column | What it shows |
|---|---|
| Name | The attendee's full name. |
| The attendee's own email address. A group member who was added without one is left blank. | |
| Phone | The phone number given. A dash means none was given. |
| Organisation | The school or company. If a group member has none recorded, the booker's organisation is shown for them. |
| Group booking | Yes if they were booked as part of a group, No if they booked alone. |
| Booked by | Who made the booking. Self for individuals; the booker's name for group members. |
Payment details are never shown.
Group bookings
When one person books places for several people, each person gets their own row and the group is marked with an amber banner. A booker who books herself and one colleague appears as two attendees, not three.
- The banner reads Group booking - booked by [name] - [n] attendees.
- The members follow directly under it, so a group is never split across a page.
- Every member row says Yes under Group booking and names the booker.
- If a booker reserved extra places but did not enter names, only the booker is listed, with a note such as +3 more place(s), names not collected. The banner count still shows the full number of places.
Order of names
- People who booked alone come first, in alphabetical order by surname.
- Groups follow, each as one block. Blocks are ordered by the booker's surname.
- Inside a group, members are in alphabetical order by surname.
Cancellations
Anyone who cancelled a place on one of the events in this report is listed here, under the same event headings. Cancellations for events outside the period are left out. The table has the same columns plus Cancelled on, the date and time of the cancellation. Group cancellations use the same banner and member layout. Cancelled people are not counted in the event's attendee total. If there are none, it says No cancellations for these events.
Which bookings are included
| Booking | In the report? |
|---|---|
| Confirmed, paid or free | Attendee |
| Pending, booked to pay by invoice, bank transfer or cheque | Attendee by default. The administrator can switch this off. |
| Pending, any other reason (for example an unfinished online payment) | Left out |
| Waiting list | Left out |
| Cancelled | Listed under Cancellations |
| Event not published, or starting outside the period | Left out |
Invoice bookings are included because they are firm places that simply await payment. Without them a report could miss most of your delegates.
Quiet weeks
If no events fall in the period, a short PDF is still sent saying There are no events in this period. unless the administrator has turned that off. That way a missing email always means a problem rather than a quiet week.
How it arrives
- An email from the website with a short summary in the message body and the PDF attached.
- The subject shows the dates covered, for example Event attendee report: 22 Oct 2026 to 28 Oct 2026.
- The file is named with a title and the report date, for example
Event Attendee Report - 22-October-2026.pdf, so reports sort neatly in a folder. - Each recipient gets a separate copy and cannot see who else received it.
- Pages are A4 landscape, with the page number and a confidentiality note in the footer.
Data and safety
- The report holds personal data. Keep it in line with your data protection policy and do not forward it more widely than needed.
- It reads booking information and never changes it.
- The PDF is created in memory, emailed, and not kept on the website.
- Payment information is not read at all.
Sample pages use invented names, emails and organisations.