Participant Records

To open a participant record, select Work with participants under Participants on an event record, then select the individual or organization's name from the list. From the record, you can view and manage details such as their involvement in the event and payment information. At the top, you’ll see key details, including the participant’s name, the associated event, and whether they attended.

Name

At the top of the record, you can view the participant’s full name. Depending on your organization’s displays names in web view, a participant's full name may include first name, middle initial, last name, and any titles or suffixes — such as Dr. or Jr. If the participant is also a constituent, select their name to open their constituent record.

Note: For details about display name settings in web view, see Constituent Record Settings.

Event

Under the participant’s name, you can view the event name. To open the event record, select its name.

Participant type

The Participant type displays the person's involvement with the event, such as registrant.

Note: In the web view, you can manage participants who are registrants and their guests. In the database view, you can manage other types of participants, such sponsors and volunteers.

Participation level

The Participation level displays your organization's description of the participant's involvement in the event, such as child participant or couple. For more information, see Events Settings.

Attended

If you marked a participant's attendance on the event record from the participant list, Attended appears on the participant’s record. For more information, see Attendance.

Summary note

Pin a note to the top of the record to highlight important details, such as special dining requests. For details, see Summary Notes.

Profile picture

To help identify the participant, view their profile picture from their constituent record. If no picture exists for their record, their initials display.

Add or update a profile picture

  • Mobile: Select the participant's initials or profile picture, then browse and upload an image from your device or cloud storage.

  • Desktop: Browse and drag an image from your file explorer to the initials or picture on the record.

View full image

From the menu under the picture, select View full picture.

Delete picture

From the menu under the picture, select Delete picture.

Custom fields

If your organization uses attributes in the database view to track specialized details, such as dietary preferences, you can view them under Custom fields. Each field shows its name, or category, value, date added, and any comments. For more information, see Custom Fields.

Party information

Under Party information, you can view associated participants, such as guests and other participants. For more information, see Party Information.

Participant options

Participant options are fields you add to events to track custom information about participants, such as t-shirt sizes, meal preferences, and seating requests. For more information, see Participant Options.

Note: Participant options differ from custom fields. Custom fields use the same options across events, while participant options are unique to each event. In a future release, you’ll be able to copy an event and reuse options. For more information, see Custom Fields.

Fees and payments

Under Fees and payments, you can view which fee the participant selected and how much they paid. For more information, see Fees and Payments.

Note: In the web view, you can view registrants and their guests. In the database view, you can manage other participant types, such as sponsors and volunteers.

Tip: You can also view participation details on a constituent's record under Events.