Participant management

Get so much more out of participant management

We can keep it short or go into detail: every event is all about the participants. And every participant is unique. So how do you ensure that all these people, each with their own preferences, motivations, schedules, and backgrounds, look back on your event with the same excitement? Impossible? Not at all! It’s all about smart and thoughtful participant management. And we’re here to help.

Try aanmelder.nl for free Or request a demo

Segments and filters

Participant management with us is so much more than simply uploading and maintaining a contact list. Imagine being able to create any segment or filter you can think of. This way, you know exactly what you need to know about your participants. For instance, their job roles and backgrounds, how many vegetarians will be attending, who has signed up for which workshop, and – not to be overlooked – who has registered but hasn’t paid yet. If you’re using Event Check-in, you can even filter for the number of no-shows and workshop attendees. In short: all the data you need to run a successful event and make the next one even better.
 

Overview in real-time dashboard

With participant management, you can easily map out all your participants. A clear, real-time dashboard gives you an instant overview of all participant details, and you can effortlessly edit any information. Plus, there are smart features like address deduplication and the ability to import and export guest lists and registrations.

Professional communication

With aanmelder.nl, you can effortlessly send all event-related communication to your attendees or specific groups. From invitations and reminders to confirmations and, of course, the post-event survey.

API

Make use of the API to seamlessly integrate aanmelder.nl with your organization’s CRM system. The API enables the two systems to exchange data, allowing you to continue using your existing CRM while enriching it with participant data from aanmelder.nl
 

Know, search, and filter your participants

Doelgroepenbeheer

Participants overview

Always an up-to-date overview of the status of the event.

Zoek- en filterfuncties

Audience management

Create and manage different target groups.

Download deelnemerslijst

Download participants

Create an export of all data, or just a specific part.

Wachtlijst

Waitinglist

Upon reaching the event's participant capacity limit.

Zoek- en filterfuncties

Search and filter functions

Easily filter and search for participants.

Contacten uploaden

Contact upload

Use our template and add labels to create target groups

Kopieer eenvoudig contacten

Copy contacts with ease

Build a long-term relationship with the target group.

Veiligheid

Security

Participant data is safely stored. 

What do our customers say about us

  • "Another positive thing is the scan and badge system provided by aanmelder.nl which is truly commendable. The ability to generate on-the-spot badges without the need for pre-printing is a significant advantage. This feature streamlines the check-in process, reducing the logistical hassle associated with traditional badge printing and ensuring a smooth and efficient on-site experience for both organizers and participants."

    Enterprise customer (via G2) Events service

  • "Great support during our event. The platform from aanmelder.nl was truly indispensable for the planning, preparation, and ultimately the registration of participants. Thanks in part to aanmelder.nl, the organization of our conference went smoothly!"

    Erik (via Google reviews) Program manager

  • "What I like is that it is so easy to make different groups in your event attendee list, so you can communicate with several groups on different subjects. Really easy to make QR-codes, to scan them and badge each individual at your event."

    Jelle (via G2) Partnerships manager

  • "The provided functionalities (registration website and event check-in option with badge printing) greatly contribute to obtaining (and maintaining) satisfied customers. Our clients were very impressed with the overall experience."

    User (via G2) Infomation technology services
Spring 2025 G2.com 3 badge column - 781 x 313
G2.com transparant BG - #FF7B51
Google transparant BG - #FF7B51
Eventplanner transparant BG - #FF7B51

Proactive protection for your data

We take security seriously

SOC 2

SOC2 Type II Assessed Logo

SOC 2 was designed to provide auditors with guidance for evaluating the operating effectiveness of an organization's security protocols.

By choosing a platform with SOC 2 Type II certification, you’re showing that you work with a software partner who has demonstrably established security practices. This enables you to work confidently—even with clients who have demanding security requirements.

If your organization has an IT department, it’s useful to share (and emphasize) that aanmelder.nl has achieved SOC 2 certification. This can be a valuable point in discussions with IT managers or compliance officers. Learn more about SOC 2 on this page.

ISO 27001

InformationSecuritySys_ISOIEC27001_col-1

ISO 27001 is considered the standard norm for information security management. What does that mean for you? :

Your and your participants data is secure!
The security of your data and that of your participants has the highest priority for aanmelder.nl.
In the past years aanmelder.nl has developed a security organisation that offers protection on 5 levels.

aanmelder.nl is ISO27001:2022 certified by DNV. You can download the certificate and the statement of applicability on this page. 

GDPR Compliance

GDPR-compliant_logo@2x

With privacy-by-design built into our platform, a dedicated Data Protection Officer, and clear processes for data rights, aanmelder.nl is fully compliant with GDPR.

We host all data in the EU and offer processor agreements based on EU Model Clauses for a secure and legally sound foundation.

SOC2 Type II Assessed Logo

SOC 2 was designed to provide auditors with guidance for evaluating the operating effectiveness of an organization's security protocols.

By choosing a platform with SOC 2 Type II certification, you’re showing that you work with a software partner who has demonstrably established security practices. This enables you to work confidently—even with clients who have demanding security requirements.

If your organization has an IT department, it’s useful to share (and emphasize) that aanmelder.nl has achieved SOC 2 certification. This can be a valuable point in discussions with IT managers or compliance officers. Learn more about SOC 2 on this page.

InformationSecuritySys_ISOIEC27001_col-1

ISO 27001 is considered the standard norm for information security management. What does that mean for you? :

Your and your participants data is secure!
The security of your data and that of your participants has the highest priority for aanmelder.nl.
In the past years aanmelder.nl has developed a security organisation that offers protection on 5 levels.

aanmelder.nl is ISO27001:2022 certified by DNV. You can download the certificate and the statement of applicability on this page. 

Learn more about ISO
GDPR-compliant_logo@2x

With privacy-by-design built into our platform, a dedicated Data Protection Officer, and clear processes for data rights, aanmelder.nl is fully compliant with GDPR.

We host all data in the EU and offer processor agreements based on EU Model Clauses for a secure and legally sound foundation.

Curious about the best solution for your event?
Our experts are happy to answer your questions and help you find the best solutions tailored specifically for your event. Simply fill out the form and an event expert will be in touch to support you with practical advice and recommendations.

Frequently asked questions about participant management

What is meant by participant management in event software?

Participant management refers to the centralized management of contact and participant data within an event.

You use it to:

  • view and edit participant data
  • import and export participants
  • group and segment participants
  • track participant statuses

What data can I manage per participant?

Per participant, you manage registration and contact details, supplemented with event-specific information.

This includes:

  • standard contact details
  • answers to questions from the registration form
  • additional data per event
  • self-added labels

    This data can be edited and exported.

How can I segment participants within Event Management software?

Participants can be segmented based on data and labels. You can use segmentation, for example, to:

  • group participants
  • create selections for communication
  • create targeted exports

Which file formats are supported when uploading contacts?

Contacts can be uploaded via Excel files. During the upload process:

  • files are checked for security
  • columns are matched to the correct participant fields

    This allows you to import contacts in a controlled and structured way.

Can I synchronize participant data with a CRM system?

Yes. Participants can be synchronized with a CRM system. This makes it possible to:

  • keep participant data up to date
  • avoid managing data in duplicate

Check out integrations page for more information about our API. 

Can I see in real time who has registered, been confirmed, or dropped out?

Yes. In the system, you can view participant statuses in real time.

You can see, among other things:

  • who has registered
  • who has been confirmed
  • who has unsubscribed
  • who is a no-show or which session someone attended, when using Event Check-in

Is it possible to work with waiting lists for events?

Yes. It is possible to work with waiting lists when an event is fully booked. If a spot becomes available, the first person on the waiting list automatically receives a notification.

How is GDPR compliance handled in participant management?

Participant data is processed in accordance with GDPR guidelines. aanmelder.nl meets strict requirements in the areas of:

  • data protection
  • data security
  • access control

aanmelder.nl holds ISO 27001 and SOC 2 Type II certifications.

Can I control who has access to participant data?

Yes. You can determine who has access to participant data. You do this by:

  • assigning roles and permissions
  • restricting access per user

This keeps participant information manageable and secure.

See for yourself how it works with our free trial

Start your trial

Trends, developments and news

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