Manage participants and process accreditation requests
Contents
Detailed information and history
Attribuer une accréditation à un participant
Communicate with participants via the messaging system
Assign accreditation zones to a participant
Participant list
In the 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.
By default, participants whose status is **declined **are automatically hidden in the participant list. However, you can choose to display them (click on the 3 vertical dots icon, top right of participant list).
Request status
When a participant is registered, his/her request status is by default in progress.
Click on a participant in the list to view his/her details and change his/her request status.
If you change the status of a request to waiting for information, you must specify which information is missing oris invalid. The structure will be able to view this information from its personal space on the registration portal and will be able to modify the information if you have authorized the modifications in the structure's settings.
- If you change the status of a request to declined, you can specify a reason if you wish (optional). The structure will be able to consult this reason in its 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, which the structure can consult from its personal space.
Detailed information and history
In the side panel, click on the View the full sheet icon to open the participant sheet in full screen mode and access detailed information, and the participant's history.
In the history, you will find the creation and modification dates of the participant's registration and pass.
Communicate with participants via the messaging system
From the 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 contact person:
- If participants have their own personal space, they can consult the message and reply to it. The structure's contact person 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 contact person), you can still send a message to a participant. The structure's contact will be able to consult the message via his or her personal space and reply on the participant's behalf.
Assign accreditation 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.
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: 13/12/2024
Thank you!