Managing Participants

The Participants dashboard gives you complete visibility and control over everyone registered for your event.

Participants Dashboard

Access your participant list:

1. Go to your event dashboard
2. Click Participants in the sidebar

Dashboard Views

Participant List

List Columns

Customizing Columns

1. Click the column settings icon
2. Select which columns to display
3. Drag to reorder columns
4. Save your preferences

Searching and Filtering

Quick Search

Type in the search box to find participants by:

• Name
• Email
• Ticket number
• Order number

Advanced Filters

Saving Filters

1. Apply your filters
2. Click "Save Filter"
3. Name your filter
4. Access saved filters from the dropdown

Viewing Participant Details

Click on any participant to see their full record:

Registration Info

• Order number and date
• Ticket type and price
• Payment status
• Registration source

Personal Details

• Name, email, phone
• Custom field responses
• Any notes added

Event Activity

• Check-in status and time
• Sessions registered/attended
• Activities participated
• Certificates issued

Communication History

• Emails sent to this participant
• Delivery and open status

Editing Participants

Edit Participant Info

1. Click on the participant
2. Click Edit
3. Modify their information
4. Click Save

Editable Fields

Adding Participants Manually

Add Single Participant

1. Click Add Participant
2. Select ticket type
3. Enter participant details
4. Choose payment handling:
   • Mark as paid
   • Generate invoice
   • Free registration
5. Click Add

When to Add Manually

• Offline registrations
• Complimentary tickets
• Corporate bookings
• Walk-in registrations

Participant Actions

Individual Actions

Bulk Actions

Select multiple participants, then:

Participant Status

Status Types

Changing Status

1. Click on the participant
2. Click Change Status
3. Select new status
4. Add note (optional)
5. Confirm change

Participant Notes

Add internal notes to participant records:

1. Open participant details
2. Click Add Note
3. Enter your note
4. Save

Note Use Cases

• Special requirements
• VIP status
• Communication history
• Accessibility needs
• Dietary information

Notes are only visible to organizers, not participants.

Communication

Email Single Participant

1. Click on participant
2. Click Send Email
3. Compose your message
4. Send

Email Multiple Participants

1. Select participants using checkboxes
2. Click Send Email
3. Compose your message
4. Send to all selected

For scheduled campaigns, see Email Campaigns.

Exporting Data

Export Options

1. Go to Participants
2. Apply filters (optional)
3. Click Export
4. Choose format (CSV or Excel)
5. Select fields to include
6. Download

Export Contents

Participant Analytics

Overview Metrics

Insights

• Peak registration times
• Popular ticket types
• Geographic distribution (if collected)
• Custom field analysis

Best Practices

Data Accuracy

• Verify email addresses are correct
• Update records as information changes
• Remove duplicates

Privacy

• Only collect necessary information
• Limit access to sensitive data
• Follow data protection regulations

Organization

• Use consistent naming
• Keep notes updated
• Archive old events

Troubleshooting

Can't find a participant

• Check spelling variations
• Search by email or ticket number
• Check all status filters
• Look in cancelled registrations

Duplicate entries

• Same person may have multiple orders
• Check if they cancelled and re-registered
• Merge records if needed

Incorrect information

• Edit the participant record
• Send confirmation of changes
• Document the update

Next Steps

• Import participants from spreadsheets
• Track registration status
• Check in participants on event day