ⓘ This article is for Event Organizers

Expo Pass allows Event Organizers to control exactly how attendee data is displayed, edited, and required during registration and check-in.

This guide will show you how to manage both Standard and Custom Attendee Fields.

Types of Attendee Fields

Standard Fields

Pre-built into your event automatically. These include:

First Name
Last Name
Email
Job Title
Company
Street Address
City
State
Country
Zip Code

Custom Fields

Created by you, the Event Organizer, to collect or upload any additional data specific to your event, such as attendee roles (e.g., "Speaker," "Press") or designations that can be displayed on badges.

Custom fields can also be leveraged for badge assignments and attendee categorization. For example, fields like 'Attendee Type' can define specific badge types, such as assigning a 'Guest' badge for those marked as 'Guest' in this field.

Create Custom Attendee Fields

Attendee Field Setting Definitions:

Below you will find a general definition for each of the attendee field settings.

Field Name
➔ The label of the field.
Type
➔ The format (Text, Single Choice, Multiple Choice).

Editable by Attendee
➔ If checked, attendees can edit this field through the mobile app.
➔ If unchecked, they can view but not edit the field.
💡Tip: If you want attendees to see their info but not change it, uncheck this box.

Hidden from Attendee
➔ Hides the field completely from the attendee's view in the mobile app.
Hidden from Exhibitor
➔ Hides the field from Exhibitors during badge scans for Lead Retrieval.
💡Tip: Use this to control exactly what data Exhibitors can see/download from lead retrieval scans.

Required for Check-In
➔ Attendees must complete this field during check-in if it's blank.
➔ Useful for events using Expo Pass for onsite or pre-registration.
💡 Tip: If you are using Expo Pass for Onsite or Pre-Registration and have a question marked as Required on the registration form, you should also check this field as Required at Check-In and vice versa

Cannot Be Blank
➔ Attendees must always provide a value for this field.
➔ Existing attendee records missing this data will be prompted to update it.
❗Important: Work with your Expo Pass Success Specialist before enabling "Cannot Be Blank" fields.

How to Manage Your Attendee Field Settings

1. Log In

Go to Expo Pass and sign into your account.

2. Select Your Event

Choose the event you want to update.

3. Go to Attendee Field Setup

In the menu, click Attendees ➔ Attendee Field Setup.

4. Adjust Field Settings

Use the checkboxes to:
- Enable a setting (check the box)
- Disable a setting (uncheck the box)

5. Save Your Changes

Click SAVE at the bottom of the page to apply your updates.

Editing Custom Fields

Click the Edit button next to a Custom Field to:
- Update the field name.
- (In some cases) Update the field type — but be careful: changing field types can affect existing data.
Custom fields can be used for badge customization, such as displaying roles or designations on attendee badges.
When importing attendee data via CSV, ensure your file includes columns for any custom fields you've created. See more in How to Create Custom Attendee Fields.

Additionally, custom fields can play a vital role in badge design. For instance, integrating 'Attendee Type' with registration types ensures consistent badge assignments. Be cautious with active criteria to avoid conflicts where the system might mistakenly apply 'AND' logic.

Common Mistakes to Avoid

Forgetting to save:After updating field settings, always click Save — or your changes won’t apply.
Not checking integration compatibility:If you're using integrations (Zapier, Swoogo, etc.), make sure fields are set up correctly (especially Custom Text fields).
Accidentally allowing attendees to edit critical fields:Sensitive fields like ticket type or VIP status should usually not be editable by attendees.
Deleting fields without considering data impact:Removing fields or field options can permanently delete associated data.
Enabling "Cannot Be Blank" without planning:This setting can force updates on past attendees — always coordinate with your Success Specialist before using it.- Incorrect badge assignment logic:When using attendee fields like 'Attendee Type', ensure only one criterion is active. Having multiple active criteria may result in unintended 'AND' logic, which can lead to assignment errors.To avoid this, review and update dependent badge configurations if any fields are deleted or changed.### Badge Design and Printing Limitations

Custom Badge Design Options

Attendee fields such as 'Attendee Type' can be added to badges for enhanced categorization or visibility.
Incorporating standout features like boxed fields requires printing pre-designed badge shells.