Participants

Participant Lifecycle Overview

A participant typically goes through these stages:

• 1. Creation - Participant is created (via application approval, manual creation, or import)
• 2. Profile Completion - Participant logs into portal and completes their profile with required information
• 3. Submissions - Participant completes required submissions (uploads logos, product info, certificates)
• 4. Booth Selection - If applicable, participant selects their booth from the floor plan
• 5. Service Orders - Participant orders additional services (electricity, furniture, catering)
• 6. Invoicing - Admin creates invoices based on category fees, booth, and services
• 7. Payment - Participant pays invoices via bank transfer or online payment
• 8. Confirmation - Once paid and requirements met, participation is confirmed
• 9. Event Day - Participant checks in at the event

Adding Participants

Multiple ways to create participant records:

• From Application - When you approve an application, participants are automatically created for each selected event. This is the most common method
• From Existing Contact - Go to a contact's detail page and click "Add to Event". Select the event and category
• Create New - From the Participants list, click "Add Participant". Enter contact details and event/category. Creates both contact and participant
• Bulk Import - Import Excel file with participant data. Template available for download. System creates contacts and participants
• Copy from Past Event - Import participants from a previous event edition. Useful for recurring events

Participant Status

Understanding participant confirmation status:

• Not Confirmed - Initial status after creation. Participant has portal access but participation is not yet finalized. Shown in yellow
• Confirmed - Participation is confirmed. All requirements met (payments, submissions). Shown in green
• Cancelled - Participation was cancelled by admin or participant. Shown in red. Historical record is kept

Participant Detail Page

The participant detail page shows all relevant information:

• Contact Information - Company name, address, contact person, email, phone - linked to the Contact record
• Category - Current participant category with pricing tier
• Booth Assignment - Assigned booth with location on floor plan, price, and reservation status
• Service Orders - List of ordered services with quantities, prices, and fulfillment status
• Submissions - Required submissions with status (pending, submitted, approved, rejected)
• Invoices - All invoices for this participant with payment status
• Documents - Generated documents (contracts, certificates, badges)
• Check-Ins - Event attendance records with timestamps
• Activity Log - Chronological history of all changes and actions
• Internal Notes - Private notes from your team

Participant Actions

Actions available from the participant detail page:

• Edit Details - Update participant information (changes sync with contact record)
• Change Category - Move participant to a different category. May affect pricing
• Assign Booth - Open floor plan and assign a booth. Creates booth reservation
• Create Invoice - Generate invoice with automatic line items from formulas, booth, services
• Generate Document - Create contract, certificate, badge, or other document from template
• Send Email - Send direct email to participant with templates
• Record Check-In - Manually check in the participant
• Confirm Participation - Manually set status to confirmed
• Cancel Participation - Cancel with optional reason. Does not delete record
• Delete Participant - Permanently remove. Only possible if no invoices exist

Working with Custom Fields

Participants can have custom data fields:

• Custom Fields Tab - View and edit custom field values for the participant
• Field Visibility - Fields can be editable (participant can edit), read-only (admin only), or hidden
• Category-Specific Fields - Different categories can have different custom fields enabled
• Portal Display - Custom fields marked as "visible" appear in the participant portal

Bulk Operations

Efficient management of multiple participants:

• Bulk Select - Select multiple participants using checkboxes
• Bulk Email - Send email to all selected participants
• Bulk Invoice - Create invoices for all selected participants at once
• Bulk Document - Generate documents (e.g., badges) for all selected
• Bulk Export - Export selected to Excel with all data fields
• Bulk Category Change - Move multiple participants to a different category
• Bulk Confirm - Confirm multiple participations at once

Filtering and Searching

• By Event - Filter participants for a specific event
• By Category - Show only participants in a specific category
• By Status - Filter by confirmed, not confirmed, or cancelled
• By Payment Status - Show only paid, unpaid, or partially paid
• By Booth Status - Filter by booth assigned or not assigned
• By Check-In - Show checked-in or not checked-in participants
• Search - Free text search by company, contact name, email, or booth number