LeahSpasovaQ: What counts as attendees?
Hi Ben, can you clarify what counts as an attendee? Is this about amount of people signed up to one particular ongoing live event or is this total amount of people who have signed up for any of your events/ courses on demand etc.
Is the attendee number given for a package a total per month / per event / for everything? Does this number renew on a weekly / monthly / whatever basis?
Yeah - if you can offer a few more specific insights that'd be awesome.
Thanks!
Ben_HeySummit
May 13, 2025A: Hi there, thanks for reaching out. You have some great questions.
First, a couple of things to note when thinking about attendees within HeySummit:
1. Attendee quotas are counted at the account level, not at the individual event level. This means that if you have five events, each with 1,000 attendees, your total quota is now at 5,000. Therefore, if you have a limit of 5,000, you will have now reached that limit.
2. An attendee is anyone who has 'registered' for an 'active event'. Let's break down those two parts. "Registered" simply means that they have some sort of ticket, whether it's free or paid. If they've registered and completed that registration, they are now a registered attendee and count towards that quota.
The "active event" part refers to the fact that we only count attendees linked to events that are active. An event is no longer considered active if any of the following three scenarios are true:
- You've archived the event.
- You've unpublished the event.
- You've kept the event open and live for your existing attendees, allowing them to continue watching replays, etc., but you've turned off registrations for new attendees.
If any of these three scenarios are true, we no longer categorize the event as active, and therefore any attendees linked to that event will no longer be counted against your quota.
I appreciate there's a lot of detail and depth in what I've been discussing. If you have any further questions or if you want me to delve into anything a bit more, just let me know.
Hi Ben, thanks for the helpful explanation!
I have a few more Qs:
1. What are your top tips for managing attendee quotas smartly—especially for multi-day or repeat events? Any way to avoid unnecessary quota use?
2. Since HeySummit earns from ticket fees, why limit attendees per account? Wouldn’t more attendees = more revenue for you?
Hey, no worries. Please send answers below.
1) The best way is to only keep events open if they are still being used. If they are not, archive or unpublish them, or simply turn off registrations for new attendees. This way, those attendees will no longer count against the quota.
2) Yes and no. Note that we also have a lot of free events taking place on the platform so its not always that simple
3. If I run the same event multiple times, can I duplicate the event without duplicating past attendee registrations or reusing their slot against the quota?
4. Is there an option to remove or archive past attendee data to free up space if I hit limit?
5. For gated replays/evergreen content that still attracts interest, what's the best approach to letting people access that w/o eating into quota?
3. Yes, we have a simple clone event button that does exactly that. It clones everything, including settings, but not the attendees.
4. Yes, please see answer 1 above.
5. Please see answer one above. This really depends on whether you need to keep registrations open for new attendees or not, which it sounds like you do. If you do, unfortunately, those do count towards the quota.
6. Would you ever consider an unlimited-attendee model for users who opt into a higher transaction fee or premium tier?
I’m looking to scale multiple events per year and would love to know how others in your community are working around these limits creatively—so any resources, case studies, or pro tips would be super appreciated.
Thanks again for being so responsive and clear.
6. I think, honestly, we probably won't. We experimented with unlimited in the past, and A, almost no one needed it; B, it meant we had to impose a bunch of other restrictions regarding using events for clients and other matters that we had to prevent when unlimited attendees were in place. Never say never, but it's currently not something we are looking to revert to.
Oh! And is your own course Zero to Summit built on the HeySummit platform - like if I signed up for it, would I get a glimpse into the user experience?
And are there any community features or possible integrations you're looking to build with other platforms - to support attendees' engagement?
Hey, yes, it absolutely is. If you sign up for the Zero to Summit course, that's a great way to see what a course looks like :)
In terms of other integrations, we do have a new feature we're working on that is essentially Slack for your event, which we're thinking about releasing at some point in the future. Details are still being worked out though.
Hi Ben, thank you for the thorough responses. Got a plan and I look forward to exploring the possibilities!