The participant list export creates formatted documents for course or event participants by combining export templates with dynamic placeholders. The function is designed for scenarios where a simple spreadsheet export is not sufficient, for example printed attendance sheets, hotel lists, branded registration overviews, or participant documents that include course or event details.
The export is based on templates. The visible result and the exported data depend on the placeholders used in the selected template, not on the column configuration of a manager view.
Overview
The function is available for courses and events and uses document generation based on predefined templates. Templates can contain course-related, event-related, and participant-related placeholders. During export, the system replaces these placeholders with values from the corresponding object and generates the document for download.
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Course export: available in the course instruction within the participants tab.
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Event export: available in the course instruction within the syllabus tab for events.
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Template-based output: suitable for branded or structured documents.
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Typical output: Word-based documents and related merged files, depending on template configuration.
This function differs from standard Excel or CSV exports. Standard exports use manager columns and provide limited formatting options. Template-based exports use placeholders and allow structured document design.
How the Function Works
The participant list export follows a two-part logic: first a template is prepared, then that template is selected during export.
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Create or upload an export template in the template manager.
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Insert the required placeholders into the template document.
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Choose an appropriate merge type for the intended output.
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Open the relevant course or event.
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Start the export based on template and select the prepared template.
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Download the generated file.
The exported content can include information from several sources:
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Course data such as course title or other configured course attributes
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Event data for event-specific details from the syllabus context
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Participant data such as personal attributes shown per participant entry
Template Configuration
Before a participant list can be exported, a matching template must exist. The template defines both the layout and the data fields that are available in the output.
In the template manager, a placeholder list can be downloaded. This list shows the available identifiers for template creation. The placeholders are used inside the uploaded document and replaced automatically during export.
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Configuration aspect |
Description |
Functional relevance |
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Placeholder list |
Provides the available placeholder identifiers for template design |
Determines which data can be inserted into the final document |
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Template naming |
Template names should clearly indicate whether the template is intended for courses or events |
Important because the system does not automatically classify templates by context |
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Merge type |
Supported types are Template and CSV, One document per entry, One page per entry, and Entry list in a document |
Controls how participant rows are rendered in the generated output |
There is no automatic validation that checks whether a template is course-related or event-related. The distinction is created by template naming and by the placeholders used inside the template.
Course-related placeholders can also appear in an event template if course information should be shown together with event data. Event-related placeholders resolve values from the event context.
Export by Context
Course Participant List Export
For courses, the export is started from the participants tab in the course instruction. The export action opens a selection dialog for the available templates. After confirmation, the generated file is downloaded.
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The export contains course information and participant-related values.
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The output depends on the selected template structure.
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This approach is suitable for attendance sheets, participant overviews, or branded lists.
Event Participant List Export
For events, the export is started from the syllabus tab in the course instruction. The export icon is available only for events. After a template is selected and confirmed, the document is generated and downloaded.
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Event-related placeholders use data from the event.
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Course-related placeholders can still be resolved if they are included in the template.
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The required metatags or attributes must exist and be filled in the relevant object.
Best Practices and Limitations
Use clear naming conventions for templates, for example distinguishing course participant lists from event participant lists. This reduces selection errors during export and simplifies template maintenance.
The function is most effective when templates are prepared with a clear use case in mind. Common examples include sign-in sheets, accommodation lists, and internal participant summaries.
Best practice:
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keep separate templates for different business purposes and object contexts.
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verify that all referenced metatags and user attributes are maintained in the system.
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test templates with realistic data before productive use.
Limitation:
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the system does not interpret template intent automatically.
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missing or empty source values result in incomplete output.
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standard non-template exports remain the better option when only raw tabular data is required.
Template-based participant list export is intended for document generation with defined structure and formatting, not for generic list extraction.
Related Information
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Template-based export in course and course template managers follows the same general principle but may focus on object-level data rather than participant-level data.
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Participant administration exports without templates use manager configuration and offer less control over document design.
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Export templates can also be used in other contexts, such as catalogue or course overview exports, when the corresponding template exists.