How to Export the Attendee List of a Calendar Event?

Introduction

This blog explains why and how to export the attendee list of a Google Calendar event. In organizations, schools or teams, knowing who attended a meeting or event is essential for follow-ups, attendance tracking and  reporting. While Google Calendar shows the guest list, it doesn't offer a built-in export feature, making it tricky for admins or event organizers to generate a clean list of attendees. In this guide, you'll learn simple ways to extract attendee data manually and automatically, so you can save time and stay organized.

Why the Need for Exporting Attendee Lists?

Exporting attendee lists from Google Calendar events is essential for schools, businesses and  organizations that need to keep track of participation, plan follow-ups or maintain records for compliance and reporting.

Here’s why exporting attendee lists can be important:

• Admins or executive assistants may need to provide event summaries, including participant lists, to stakeholders or team leads.How to Export the Attendee List of a Calendar Event? 
• In educational institutions or corporate meetings, it’s crucial to know who actually joined the event. An exported list can be cross-referenced with attendance logs or virtual meeting reports.
• After events like webinars, training sessions or parent-teacher meetings, organizers often need to send out notes, surveys or certificates. An attendee list makes this process smoother.
• For audit, compliance or HR purposes, keeping a record of event attendees can help maintain transparency and accountability.
• Reviewing who accepted, declined or didn't respond helps organizers evaluate engagement and improve future scheduling or communication.
• Admins or executive assistants may need to provide event summaries, including participant lists, to stakeholders or team leads.

How to Manually Export the Attendee List of a Calendar Event

Google Calendar doesn't have a built-in export feature for attendee lists, but you can get the list manually using the following methods.

Method 1: Copy from the Event Details

1. Go to calendar.google.com and open the event whose attendees you want to export.
   
2. Click the event on your calendar to open the detailed view.
   
3. On the right side, you’ll see a list of invited guests, along with their RSVP status.
   
4. Copy the list of names and email addresses and paste into the Google Sheets for your reference.
   

Method 2: Use Google Calendar's Email Guests Feature

1. Navigate to the event and click the Edit icon.
   
2. At the top-right corner, click Email guests.
   
   
3. Gmail draft window will open with all guest emails pre-filled in the To field. Copy them and  paste into a Google Sheets for your reference.
   

How to Automatically Export the Attendee List of a Calendar Event

You can export the attendee list by using automation tool xFanatical Foresight. xFanatical Foresight is a dynamic automation platform designed specifically for Google Workspace. It makes it easy to automatically export attendee lists from Google Calendar. Instead of copying names manually, you can set up a simple rule to get the list of attendees. It saves time and provides accurate records.

Rule creation with xFanatical Foresight

1. Sign into xFanatical Foresight with your Google Admin account. 
2. Go to the Rules page. 
3. Click the New Rule button at the bottom right to create a new rule.
4. In the Select a trigger screen, select Manual trigger.
   
5. Click Next.
6. On the Select an action screen, select the List calendar events action.
   
7. In the Edit actions > List calendar events screen,
   
   1. In the Calendar field, select the Primary calendar from the dropdown.
   2. In the Columns field, select the details you want to export. Do not forget to check the Guest emails column to capture attendee information.
   3. In the Time span start field, select the date from which you want to collect attendee data for your events.
   4. In the Time span end field, select the date up to which you want to gather attendee data from your events.
   5. Click Review.
8. In the Review screen,
   
   1. In Rule name, enter a rule name.
   2. Click Create.
9. The automation rule is created.
   
   
10. Click on the of the rule to execute.
    
11. Wait until you receive a notification in the top right of xFanatical Foresight. In the notification message, click View log.
    
    
12. In the Logs > Log details page, the Rule history section, you will find a link to download the CSV file containing the attendee list.
    
13. The downloaded CSV file contains guest emails.
    
    

Quick Tips for Exporting the Attendee List of a Calendar Event

1. Always select the Guest emails column to include attendee contact details in your export.
   
2. Set a clear date range by selecting the Time span start and Time span end fields to export only the events you need.
   
3. Use xFanatical Foresight to skip manual effort and get attendee lists directly in Google Sheets.
   
4. Download the CSV file from the Rule history section once the execution is complete.

FAQs about Exporting the Attendee List of a Calendar Event

Q: Can I export the attendee list for past events?
A: Yes, you have to set the appropriate start and end dates that cover the past events while configuring the rule.

Q: In what format attendee list will be exported?
A: The attendee list will be exported as a CSV file, which you can open in Google Sheets or any spreadsheet.

Q: Will the export include recurring events?
A: Yes, as long as the individual instances of the recurring events fall within the selected date range.

Conclusion

In conclusion, exporting the attendee list from a Google Calendar event is a smart and practical way to stay organized, improve follow-ups and ensure accurate tracking of participants. Whether you choose the manual method or automate the process using xFanatical Foresight, the workflow is simple and efficient. With the right setup, you can take the hassle out of attendance tracking, streamline event management and focus more on meaningful interactions and planning.

xFanatical Articles -

• Bulk create calendar events using xFanatical Foresight
• Automate Adding Guests to Google Calendar Events
• How to export Google Calendar to Excel?

For more article please visit our website: xFanatical Articles