Manage Participants

Under Participants, you can open the list of participants to view and manage the individuals and organizations involved in an event.

Note: For more information about how to manage participation levels, see Events Settings.

Manage list of participants

To view participants and their guests, select Work with participants. To open a record, select the individual or organization's name from the list. For more information, see Participant Records.

From the participant list, you can choose which participants and information to view. To only view participants who share characteristics, select Filters. To set which fields to view in the list, select Columns. For more information, see Participant Filters.

From the list, you can:

Add a participant

  1. From the event record, under Participants, select Work with participants.

  2. Select Add, Add participant.

  3. To add an organization, select Add as organization.

  4. Search for and select the constituent.

    Tip: To add a new individual or organization, select Add. For more information, see Constituents.

  5. In Participation level, select how they're involved, such as Child Participant or Couple.

    Note: To add a participation level, select Events settings from Events, then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  6. For Invitation status and Invitation date, indicate whether, and when, the person is invited or if an invitation doesn't apply.

  7. For RSVP status and RSVP date, the constituent's response and when they responded.

  8. Select Save.

Add participants from a saved list

Tip: Don’t see this option? Contact your system admin for rights to view constituent lists. For more information, see Events Security.

  1. From the event record, under Participants, select Work with participants.

  2. Select Add, Add from saved list.

  3. Search for and select the list to use.

    Tip: To create a list, in Lists, Constituents, select how to start, such as with a new dynamic list or based on a static query from the database view. From the list, select Filters, add choose criteria to only include records for the individuals and organizations to add. For more information, see Lists.

    Note: After you select a list, you can view its name and how many constituents it included the last time you saved it.

  4. In Participation level, select how they're involved, such as Child Participant or Couple.

    Note: To add a participation level, select Events settings from Events, then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  5. For Invitation status and Invitation date, indicate whether, and when, the person is invited or if an invitation doesn't apply.

  6. For RSVP status and RSVP date, the constituent's response and when they responded.

  7. Select Save.

Export a list of participants

To manage or print a participant list, export and download it to a spreadsheet application — such as Microsoft Excel or Google Sheets — as a comma-separated values (CSV) file. From the event record, select Work with participants under Participants, then Export. When the export completes, select Download file.

Note: The Online Data Health column is blank for manually added or edited participants, or those with possible duplicates removed.

Create a constituent list

Tip: Don’t see this option? Contact your system admin for rights to view constituent lists. For more information, see Events Security.

To reach out to participants before an event, or to further your organization's relationship with participants after the event's over, you can filter a list of participants based on constituent information, such as wealth ratings or giving history. From the event record, select Work with participants under Participants. To save and adjust the participant list in Lists, Constituents, select Create constituent list. For more information, see Lists.

Edit a participant

From the participant list or under Party information, select Edit from the menu, update details, and select Save.

Move event information

To make last minute changes to your participant list, such as when a constituent registers for an event but their spouse attends instead, you can easily move event information from one record to another. Similarly, you can move event information from a duplicate constituent record to the record you’re keeping.

Note: The event information includes all the details from the original participant or guest, such as their participation level, registration status, and participant options. However, it does not include payments.

  1. On the event record, under Participants, select Work with participants.

  2. In the participant list, select Edit from the menu of the participant or guest currently associated with the event.

    Note: You can also move event information from a participant or guest's record under Party information.

  3. Clear their name, then select which record to move the event information to.

  4. Select Save.

Change to host

You can change a guest to a host participant if a constituent is signed up as a guest, but they later decide to sign up to bring their own guests.

Note: If a constituent is signed up as a guest and later uses a registration form to sign up to bring their own guests, the registration form changes their existing participant record to a named guest and creates a new host participant record for their new registration. For more information, see Guest Matching.

  1. On the event record, under Participants, select Work with participants.

  2. In the participant list, select Change to host from the participant's menu.

    Note: You can only change a guest to a host if the guest has a constituent record. If a guest is a named guest and not a constituent, you must first select Change to constituent from the participant’s menu, then select Change to host.

  3. Select the new host's name to open their record.

  4. To add guests, select Add guest under Party information, and enter their registration details.

  5. Select Save.

Tip: To resolve situations where a participant is a constituent and a named guest, sort the participant list by name, then follow up with the hosts to learn how they want to apply the extra registrations, such as toward other participants or as donations.

Delete a participant

If there isn't a fee or gift associated with a participant or guest, you can remove them from the event.

  • From the participant or guest's menu in the list of participants, select Delete.

    Note: If the participant is the host, you must first remove their guests, then remove their host record.

  • From a participant or guest's record, under Party information, select Delete from the guest's menu.

Tip: Don’t see this option? Contact your system admin for rights to edit participants. For more information, see Events Security.