How to View Attendee Lists for SharePoint Group Meetings
Question details
The user needs a reliable method to view attendee lists and track registrations for SharePoint group meetings.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Organizing training sessions or group events where attendee tracking and signup notifications are required.
- Observed behavior
- Default SharePoint group events added directly to user calendars do not provide comprehensive attendee lists or signup notifications.
Ensure you have the necessary site owner or edit permissions in your SharePoint environment to create new lists and modify web parts on site pages.
Create a Meeting-Request List and Use the List Properties Web Part
Set up a dedicated custom list for meeting registrations and connect it to the List properties web part to dynamically view event details and attendees.
By default, standard SharePoint group calendar events do not track individual registrations. To solve this, you can build a custom registration workflow using SharePoint lists and modern web parts to clearly display attendee information.
Navigate to your SharePoint site contents, click 'New', select 'List', and create a tailored list for users to register for your training sessions or events.
In your newly created list, click on the view options in the top right corner and configure it to display as a modern calendar view for better visibility.
Navigate to the SharePoint page where you want to manage events, click 'Edit', and add the 'List' web part. Select your meeting-request list to display it.
On the same page, add the 'List properties' web part. Connect this web part to the List web part you just added. Organizers can now select an event on the calendar to instantly view its details and the attendee list.
Manage Exported Meeting Data Effortlessly with WPS Office
While SharePoint is excellent for hosting your registration lists, you may need to export attendee data for offline reporting. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office, allowing you to seamlessly analyze exported Excel files.
- 1. Export your SharePoint list: From your SharePoint attendee list command bar, click 'Export' and choose 'Export to Excel' to download your registration data.
- 2. Open with WPS Spreadsheet: Launch WPS Office and open the downloaded .xlsx or .csv file to view your raw attendee data.
- 3. Analyze your attendees: Use WPS Spreadsheet's built-in sorting and filtering tools to organize your attendee list by session, department, or RSVP status.
Frequently Asked Questions
Can I export a SharePoint attendee list to a spreadsheet?
Yes, you can export any SharePoint list by clicking the 'Export' option in the list's top command bar and selecting 'Export to Excel'. The resulting file can be opened seamlessly in compatible spreadsheet software like WPS Office.
Why doesn't the default SharePoint group calendar show attendees?
When events are added directly to personal or group calendars without a dedicated signup list, SharePoint doesn't natively capture individual user registrations. A custom meeting-request list setup is required for proper attendee tracking.
Who can view the List properties web part on the SharePoint page?
Any user with read access to the SharePoint page can view the web part itself, but the specific attendee data displayed will depend on their individual permissions for the underlying meeting-request list.
