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# Manage participants and process accreditation requests


# Contents

[Participant list](#3-participant-list)
[Request status](#3-request-status)
[Detailed information and history](#3-detailed-information-and-history)
[Communicate with participants via the messaging system](#3-communicate-with-participants-via-the-messaging-system) 
[Email notifications](#3-email-notifications)
[Assigning access zones to a participant](#3-assigning-access-zones-to-a-participant)
[Assigning services to a participant](#3-assigning-services-to-a-participant)
[Grouped update](#3-grouped-update)

### 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_18r86st.png)

### 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](https://help.qomeet.com/en/article/organize-the-participant-sheet-10a61tf/) and change their request status.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1mokv2h.png =1045xauto)

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](https://help.qomeet.com/en/article/registration-portal-6vmu27/) and will be able to provide the details requested. **Edits must be authorized** in the [structure settings](https://help.qomeet.com/en/article/managing-the-structures-in-an-event-nv3063/#3-authorization-to-create-and-edit-registrations) so that participants can add the requested information.

| When an accreditation request is modified by a structure, its status changes back to "**in progress"**.

![](https://storage.crisp.chat/users/helpdesk/website/cd093f68934ed800/image_1miiwzh.png)

* 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.

![](https://storage.crisp.chat/users/helpdesk/website/cd093f68934ed800/image_znopxg.png)

* 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1mtenw2.png)

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).


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_og6lhc.png =758xauto)

### 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1x83ufs.png)


### Email notifications

Participants, as well as their structure's coordinators, can receive email notifications when the [status of their request](#3-request-status) is updated, when they receive new messages, or when their pass is [published](https://help.qomeet.com/en/article/publish-passes-f8z6cd/).

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.

|| Participants or coordinators can disable email notifications at any time from their personal space if they wish.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_2xhguo.png)

### Assigning access zones to a participant

The participant will automatically inherit the authorized zones of his/her [category](https://help.qomeet.com/en/article/categories-of-participants-1plxls1/), 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1b2vchm.png)

In the example below, the participant will have access to the “red” zone in addition to the zones already authorized to the “Supplier” category.

![](https://storage.crisp.chat/users/helpdesk/website/cd093f68934ed800/image_2fkjeh.png)


### Assigning services to a participant

Participants will automatically be assigned the [material items](https://help.qomeet.com/en/category/managing-material-items-uha8za/), [meals](https://help.qomeet.com/en/category/catering-1ce81j8/), 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](https://help.qomeet.com/en/article/participant-sheet-c5j4d7/#3-full-profile): in this case, the automatic rules will be ignored.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_w24i84.png =929xauto)
You can also [assign accommodation to a participant](https://help.qomeet.com/en/article/associating-participants-with-a-reservation-fwmg1d/).


### 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](#3-grouped-update).

||| Moving a participant will result in the loss of his or her accommodation reservations.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1jomn8l.png)

### 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_h0897u.png)

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](https://help.qomeet.com/en/article/organize-the-participant-sheet-10a61tf/#3-add-customized-information) you may have created in your participant sheet.


![](https://storage.crisp.chat/users/helpdesk/website/-/c/d/0/9/cd093f68934ed800/image_1xqpa18.png =552xauto)

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!