---
title: "Querying for Event Registration Counts"
slug: "querying-for-event-registration-counts"
status: "new"
updated: 2026-06-18T22:17:09Z
published: 2026-06-18T22:17:09Z
canonical: "knowledge.technolutions.net/querying-for-event-registration-counts"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Querying for Event Registration Counts

Query for events with registrants to compare registration totals, attendance, no-shows, waitlist activity, and cancellations. This can help you review event performance, find events that need follow-up, and compare engagement across event types or assigned staff members.

#### Try a Slate example 💼

Copy this [Suitcase](/docs/suitcase-import) ID and paste it in **Database → Suitcase Import** to import a pre-made example query:

```SuitcaseID
185c1cca-8edd-4335-9758-606e0004fc6f:slate-admissions-showcase
```

> [!NOTE]
> 💡 Tip
> 
> Find this query and other importable examples in the [Admissions Showcase environment](/v1/docs/showcase-environments).

## Reviewing event registration counts

Event registration counts are most useful when they appear beside the event details that help you interpret them. Include the event date, title, type, folder, assigned staff member, and registration status totals so you can compare activity across upcoming or past events.

The example query returns one row for each event that has at least one registration response. It includes separate count columns for registered, waitlisted, attended, no-show, and cancelled or declined responses.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Querying for Event List with Registration Counts.png)

## Building the query

Use a Form-based query so each row represents an event form. The filters limit the results to forms that are events and have at least one registration response.

1. Go to **Queries / Reports**.
2. Select **New Query**.
3. Configure the following settings:
  - **Name:** Event registration counts
  - **Folder:** Select the folder where the query should be saved.
  - **Type:** Configurable Joins
  - **Base:** Form
4. Select **Save**.

### Creating the staff join

Create a join to the staff user assigned to the event so the query can include the assigned staff member as an export.

1. Select **Join**.
2. Create a join to **User**.
3. Save the join.

### Adding direct exports

Add exports similar to these to identify each event in the results. Export names and available fields can vary by database, so choose the equivalent local fields when needed.

- **Start Date/Time:** Event start date and time
- **Title:** Event title
- **Staff Assigned:** User name from the User join
- **Type:** Form type
- **Folder:** Form folder

### Adding subquery count exports

Use subquery exports to count registration responses connected to each event. Each count uses the same registration response relationship, then filters by one or more registration statuses.

#### Total Count

This count gives you the full registration activity total for the event, including active registrations, pending registrations, attendance outcomes, waitlist responses, and cancellations or declines.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** Total Count
  - **Output:** Count
3. Create a join to the event registration responses.
4. Select **Filter**.
5. Configure the following settings:
  - **Registration Status:** Attend, Cancel, Decline, No Show, Pending, Register, and Waitlist
6. Save the subquery export.

#### Registered

This count shows the number of people currently registered for the event.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** Registered
  - **Output:** Count
3. Create a join to the event registration responses.
4. Add a filter for **Registration Status** equal to **Register**.
5. Save the subquery export.

#### Waitlist

This count shows the number of people on the event waitlist.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** Waitlist
  - **Output:** Count
3. Create a join to the event registration responses.
4. Add a filter for **Registration Status** equal to **Waitlist**.
5. Save the subquery export.

#### Attended

This count shows the number of registrants marked as attended.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** Attended
  - **Output:** Count
3. Create a join to the event registration responses.
4. Add a filter for **Registration Status** equal to **Attend**.
5. Save the subquery export.

#### No Show

This count shows the number of registrants marked as no-shows.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** No Show
  - **Output:** Count
3. Create a join to the event registration responses.
4. Add a filter for **Registration Status** equal to **No Show**.
5. Save the subquery export.

#### Cancelled/Declined

This count combines registrants who canceled and invitees who declined so the query can surface lost attendance in one column.

1. Select **Subquery Export**.
2. Configure the following settings:
  - **Name:** Cancelled/Declined
  - **Output:** Count
3. Create a join to the event registration responses.
4. Add a filter for **Registration Status** equal to **Cancel** or **Decline**.
5. Save the subquery export.

### Adding filters

#### Has registrants

This subquery filter limits the results to events that have at least one registration response.

1. Select **Subquery Filter**.
2. Configure the following settings:
  - **Name:** has registrants
  - **Output:** Exists
3. Create a join to the event registration responses.
4. Save the subquery filter.

#### Type

Add a standard filter for **Type** equal to **Event**. This keeps the Form-based query focused on event forms.

> [!NOTE]
> 💡 Tip
> 
> Add or activate filters for event start date, assigned staff member, event type, folder, or status when you want to focus on a smaller event set.

### Sorting results

Add a sort for **Start Date/Time** in ascending order so events appear chronologically.

## Using the results

Use the count columns to compare registration volume with attendance outcomes. For example, a high registered count with a high no-show count can point to events that need reminder communications, while a high waitlist count can help identify events that need more capacity or additional sessions.