Group registration for your events

On the public registration form: 1. The visitor fills their own details (name, email, optionally phone, gender, city). 2. Below the participants section, an "+ Add another person" button lets them add up to 9 additional companions (10 people total = 1 leader + 9 additional). 3. For each person added, they fill at minimum the name. Email is optional (if missing, the leader's address is used for the confirmation). 4. For custom fields scoped "per person", every participant has their own card with individual answers. 5. On submit, JustOneEvent creates up to 10 distinct registrations linked by a group identifier, with a unique QR code and registration code for each.

Depending on whether additional participants provided their own email: — Additional participant WITH their own email: receives an individual confirmation email with their QR code and registration code, identical to a solo registration. — Additional participant WITHOUT email (empty field): the leader's address is used. The leader then receives two complementary emails: (1) their own confirmation with their personal QR; (2) a group recap email containing both the QR codes AND the textual registration codes of every additional participant without their own email. This split avoids spamming the leader with 5 nearly-identical confirmations while still giving them the codes they need to forward to additional participants. On arrival at the event, every additional participant presents their QR or code, regardless of who registered them.

This is where the custom field's scope really earns its keep (see also our "Custom fields on the registration form" guide). — "For the group" field: rendered once, in the main form section (so filled by the leader). Stored only on the leader's registration. Examples: promo code, how did you hear about us, company name for billing. — "For each person" field: duplicated inside every participant's individual card (leader + each added participant). Each answer is stored on its corresponding registration. Examples: dietary preferences, skill level, t-shirt size, allergies, year of birth. In your dashboard, the registrations list shows each row with its own answers (per-field, or as columns in the CSV export) — easy to use for buffet planning, bib distribution or level-based grouping.

Each additional participant produces a distinct GDPR registration in the database: their identifying data (name, email if provided, phone, gender, city if entered) are stored on their own row. This means: — You remain the data controller for ALL registrants in the group, not just the leader. GDPR obligations (information, rights) apply to every one. — Is the leader registering additional participants on their behalf? You must make sure they have their consent. Sample mention to add to your event description: "If you register other people, you attest that you have their consent and will communicate the event terms to them." — Anonymisation: every registration in the group is anonymised separately 36 months after the event (free-text fields erased, anonymous statistics kept) — including answers to "per person" custom fields. — Individual cancellation: an additional participant can cancel their own registration (link in their email if any, or via the registration code forwarded by the leader). Cancelling one additional participant doesn't affect the others.

Ideal for: 🏃 Amateur sports events (family run, tournament, hike) — one leader registers the whole team, each gets their bib via their QR. 🍽️ Food events (cooking workshop, tasting) — one leader registers a group of friends, each individually states their dietary constraints. 👨‍👩‍👧 Family events (school outing, open day) — a parent registers their children, the QR is valid for each one at the entrance. 👨‍💼 Pro events (internal training, off-site) — a manager registers their team with a single invoice ("company name" field at group scope), each manages their own meal preference ("diet" field per person). Less suitable: — Beyond 10 people per group: the cap is intentional, to preserve data quality and avoid "accidental" registrations. For events where each entity registers 50+ people (corporate off-site, full school class), prefer an unlisted event shared via direct link, and let each person sign up individually. — If you need manual validation per participant (medical clearance, individual payment): group registration doesn't handle attachment uploads — use a follow-up email after registration to collect the documents.