Please note: Attached to this article, you'll find a handy cheat sheet for the peer-to-peer Participants report! It contains all filters, web-based columns, and standard download columns.
The Participants area of the Constituents section will display everyone who has registered for your event or campaign. This area includes both fundraising and non-fundraising participants.
Contents:
To watch an overview of the Constituents section of the control panel, check out this video:
Participants Table
To access the Participants table, click Participants under Constituents in your peer-to-peer control panel.
The information in the table includes each person’s Participant ID, their Name, the Classification (if applicable), Category they chose during registration, and, if applicable, the Team they joined or created.
If you’ve enabled Fundraising Commitments for your event, you’ll also see a Commitment column. To learn more about Commitment statuses, check out this article.
If you need to access a certain participant, you can find them in the list by using the Search Participants box at the top of the table. You can use the search bar to search for a range of participant IDs (ex. 385009-385100) or comma separated values (participants named Jennifer, Charles, or Skip).
You can also choose to view Active or Pending participants. A pending participant is one who has not completed the registration process. If you need to clear a pending participant, you can do so by clicking the tab, and then clicking Delete next to the pending registrant's name. They will be able to start over from scratch using the same email address. This is useful if they can't remember the password they entered when they started their registration.
You can also print a report of all of your pending participants. This is useful for reaching out to those who have not finished their registrations.
Advanced Filtering
In addition to simple searching, you can click the Advanced button to filter your search results by various criteria.
You can choose a number of different Search Only options that allow you to enter a search term and then direct the system to ONLY search for your search term in that field. Your options are ID, Name, Email, Classification, Category, and Team. You'll also see the Reset Selection button that can be used to clear the options.
You can also choose from some Display options for your search results:
Choose Fundraising if you’d like to see any participants who are active fundraisers in your event. Choose Non-Fundraising if you’d like to see participants who've registered without a fundraising page.
You can also display only Active participants or only Disabled participants.
If you’ve enabled Scannable QR Tickets for the event, you can also display participants who are Registered or Checked In.
If you’re using Fundraising Commitments, you can filter results by Commitment Status: Met, Not Met, Waived, Payment Error, and/or Charged.
To learn more about Commitment statuses, check out this article.
After you’ve found the participant(s) you need, you can download an Excel spreadsheet or CSV file that includes all of the participant information. Just use the search bar and filters to find your desired results and hover over the Participants button at the top of the page and select your preferred file type.
If you click the Download button without searching for any one participant or group of participants, the downloaded file will include information for all participants.
Checking In Participants
If you’ve enabled QR Tickets for the event, you can check in participants from the Participants area in several different ways.
Next to the search bar, you’ll see a QR Check-In button. Clicking the button will open your device’s camera so you can scan participants’ QR codes.
You can also check in participants by clicking the blue Check In link in the Status column. This is particularly useful if a participant can’t find their ticket email for scanning.
If you check in a participant by mistake, you can click the reverse icon to undo check-in.
Finally, click Edit to access the Edit Participant page for an individual participant. In the Registration Information area at the bottom of the screen, you’ll see a toggle labeled Checked In. Turn on the toggle to manually check in a participant from this screen.
To learn more about Scannable QR Tickets, check out this article.
Managing Participants
You can manage active participants by clicking Edit at the far right of the table.
Information Tab
Clicking the Edit link next to a participant’s name (or clicking their name) will bring up an Information tab with account details.
You can edit the participant's contact information and registration information here, if necessary. Sometimes a participant will enter an email address incorrectly, choose the wrong category, or even join the wrong team. If this happens and you get a call, this is where you'll be able to make adjustments for them. Once any adjustments have been made, you can save those changes at the bottom of the page using the Save Participant button.
You'll see a Participant Actions menu along the right side of the page that allows you to perform actions such as: Ghost As Participant, View Fundraising Page, View Team Fundraising Page, Reset Password*, and Resend Registration Email—depending on their registration type. If desired, you can also set the participant as a Classification Captain, which gives them the ability to edit their Classification Fundraising Page. Multiple captains can be set for a single classification.
*When the reset password email is sent, participants have 24 hours to use the password reset link in the email to reset their password before the link expires.
Please note: If a participant has reached the limit of emails they can send from the Fundraising Center, you'll also see an option to Re-Enable Email in this list of actions. This will override the send limit and allow the participant to continue sending emails.
Participants who have reached their email limit will see this message in their fundraising dashboard:
If you’ve enabled QR Tickets for the event, you’ll see a link in the Participant Actions menu to Resend Ticket Email.
You can ghost participants who have registered as fundraising participants. Clicking the Ghost icon or the Ghost As Participant link will let you browse as that participant in their fundraising dashboard to help troubleshoot with them, or for them.
Once you've ghosted a participant, you can navigate back to your administrator dashboard by clicking the unghost icon at the top of the page next to the My Fundraising Tools drop-down.
If you have Fundraising Commitments enabled, you’ll see an additional area below Participant Actions for Commitment Actions. Your options here are Charge Commitment and Waive Commitment.
You’ll also see the participant’s commitment details at the top of the page, as well as the Commitment Deadline and Commitment Payment Method at the bottom of the page.
You can edit the Commitment Payment Method by clicking Change.
To learn more about Fundraising Commitments, check out this article.
Disabling and Deleting Participants
Please note: A participant must be disabled before they can be deleted.
You can disable participants on the Information tab by clicking Disable Participant in the Participant Actions menu. When you click this option, you'll be prompted to verify that you'd like to disable the participant via a pop-up.
Disabling a participant means they won’t be able to access their account, their personal fundraising page won’t show in searches within the event, and the URLs for their pages will redirect visitors back to the event home page. They'll still be listed in the participant table. Disabling a participant who has a Fundraising Commitment will permanently waive their commitment.
You can reinstate a participant by clicking the green Enable link that will appear in the menu once they are listed as disabled. You'll see a similar pop-up asking you to verify you'd like the participant to be enabled.
In the case a participant's eCheck is returned and their registration fee is not received, they will be automatically disabled and any donations made to their personal fundraising page will need to be reassigned to the participant by an event organizer.
If you delete a participant, fundraising pages will no longer be viewable and the participant will no longer show up in searches OR in the participant table. If you need historical information about the participant, they are stored in our database, so you can always contact us for that info.
Once you click Delete Participant, you'll be asked to confirm. If the participant was registered for a classification with a limit, their spot will be returned to the classification.
Donations credited to the participant will still be reflected in the event thermometer. In the Billed Transaction Details of a donation credited to the participant (which can be reached by going to Reporting > Peer-to-Peer Fundraising Reports > Donations and then clicking the transaction ID), you'll still see the donation listed as being credited to the deleted participant.
If you need to change this, just click Edit and scroll down to the Donation Details section to change where the donation is directed.
Associated Registrations Tab
If the participant was registered by someone else or registered someone else, you’ll see an Associated Registrations tab.
Here, you’ll see all registrations associated with the participant, as well as links to those participants’ personal fundraising pages and Edit Participant pages.
The Primary registrant will be indicated by a “Parent” tag.
Account Changes Tab
The Account Changes tab displays a feed showing a real-time change log so you can track who is making changes and what changes are being made. Activities such as edits, promotions and demotions, manual rewarding and revoking of badges, resent emails, etc. are recorded here.
