Manage participants and process accreditation requests
Contents
Detailed information and history
Communicate with participants via the messaging system
Assigning access zones to a participant
Assigning services to a participant
Participant list
In the Registrations > Participants menu, you will find the list of all participants registered to your event by the different structures.
You can use the filters and search bar at the top of the list to find participants more easily, or click on the title of the different columns to sort the list. By clicking on the Add/Remove Columns icon, you can choose what information you want to display or not in the list.
The advanced filter enables you to find participants in your list who match a set of criteria. You can combine several search criteria, using AND / OR operators and various conditions: “is equal to”, “is greater than”, “contains”, etc.
Request status
When a participant is registered, their request status is by default in progress.
Click on a participant in the list to view their details and change their request status.
If the request of a participant is not complete, you change its status to waiting for information and specify which information is missing or is invalid. Participants and coordinators will be able to view the information request in their personal space on the registration portal and will be able to provide the details requested. Edits must be authorized in the structure settings so that participants can add the requested information.
- If you change the status of a request to declined, you can specify a reason if you wish (optional). Participants and coordinators will be able to consult this reason in their personal space.
- Once you change the status of a request to accepted, the requestor can no longer modify it via the registration portal. You can also include a message to provide additional information to participants and coordinators.
Detailed information and history
In the side panel, click on the View details icon to open the participant sheet in full screen mode and access detailed information, list of meals, material items, accommodation, parking places, and the participant's history.
In the history, you will find the dates of creation and modification of the participant's accreditation request, as well as operations concerning their pass (printing, publication, distribution, cancellation, association of an RFID chip).
Communicate with participants via the messaging system
From the Messaging menu or the participant sheet (side panel), you can access a messaging system to communicate directly with your participants. The message can be consulted via the registration portal, by the participants themselves or by their structure's coordinators:
- If participants have their own personal space, they can consult the message and reply to it. The structure's coordinators can also follow the exchanges and intervene if necessary.
- If the participants do not have their own personal space (for example, if they have been registered by their structure's coordinators), you can still send a message to a participant. The structure's coordinator will be able to consult the message via his or her personal space and reply on the participant's behalf.
Email notifications
Participants, as well as their structure's coordinators, can receive email notifications when the status of their request is updated, when they receive new messages, or when their pass is published.
To receive email notifications, participants must have logged into the registration portal at least once: if participants have been registered by the event organizer or by the coordinator of their structure, they will not receive notification emails until they have logged into their personal space for the first time. This means that if registration is managed entirely by the organizer or coordinator, participants will not receive unnecessary notifications. The same applies to structure coordinators: they will only receive notifications if they have already logged in to the registration portal at least once.
In the list of participants, you can use the Registration portal access filter to find participants who have already logged into their personal space or not.
Assigning access zones to a participant
The participant will automatically inherit the authorized zones of his/her category, but you can also adjust these zones by specifying authorized and/or forbidden zones specific to the participant. To do this, click on the icon Edit accreditations in the Accreditation section of the participant sheet.
In the example below, the participant will have access to the “red” zone in addition to the zones already authorized to the “Supplier” category.
Assigning services to a participant
Participants will automatically be assigned the material items, meals, and parking spaces defined in the allocation rules for each service. It is possible to assign or remove a service manually by going to the participant's details page: in this case, the automatic rules will be ignored.
You can also assign accommodation to a participant.
Move a participant to a new structure
To move a participant from one structure to another, click on the 3 vertical dots hovering over the participant in the list, then on Move. Select the new structure to which the participant will be attached. It is also possible to move several participants at once via a grouped update.
Grouped update
From your list of participants, you can easily make grouped updates: select the participants you wish to update and click on Grouped update in the menu at the bottom of the page. You can then select the fields to be updated and specify their values.
You can update tags (add or remove tags from several participant sheets at once), request status, participant category, accreditation, attendance dates or any custom information fields you may have created in your participant sheet.
Used in combination with filters, this feature enables you to quickly process a large quantity of information. For example, you can:
- Accept all applications “in progess” for a given structure
- Allocate additional authorized zones to all accepted participants in the “Press” category with a specific tag
- And much more!
Updated on: 09/01/2026
Thank you!