Reviewing and updating sub-participant details within an event

Overview

The Participant module within an event provides a centralized interface to manage both main participants and their associated sub-participants. This is particularly useful for group or multi-registration scenarios, where one primary participant registers multiple attendees.

Through this module, users can validate sub-participant data by reviewing, editing, tracking activities, and performing bulk operations. It also enables communication management, audit tracking, and document handling, ensuring that all participant information remains accurate, consistent, and compliant with event requirements.

Step-by-Step Approach

1. Access the Participant Module

• On the Event dashboard, navigate to the Participant module.
• The module displays a comprehensive list of all registered participants, including both main and sub-participants.
• Sub-participants are typically linked or nested under their respective main participant.

2. View the List of Sub-Participants

• The listing provides key information such as:
  • First Name
  • Last Name
  • Email Address
  • Registration Stage/Status
• This view helps in quickly validating whether all expected sub-participants are added and correctly listed.

3. Edit Sub-Participant Details

• Click on any sub-participant.
• Update relevant details such as:
  • First Name
  • Last Name
  • Email Address
  • Custom fields (if configured)
• Ensure that:
  • Mandatory fields are filled
  • Email formats are valid
  • Data consistency is maintained
• Save the changes to update the participant record in real time.

4. Execute Multi-Row Actions for Sub-Participants

• Select one or multiple sub-participants using checkboxes.
• Use the Multi-Row Actions feature to perform bulk operations, which may include:

a. Trigger Email/Message

• Send notifications, confirmations, or reminders to selected participants.

b. Update Stage or Fields

• Modify participant stages (e.g., Registered, Confirmed, Checked-in).
• Update field values in bulk for consistency.

c. Generate and Download Documents

• Generate documents such as badges, tickets, or confirmations.
• Download them individually or in bulk.

d. Export Participant List

• Export selected or complete participant data for reporting or offline use.

These actions help streamline large-scale participant management efficiently.

5. View Activities Associated with Sub-Participants

• Open a specific sub-participant record.
• Navigate to the Activities section.
• This section displays a timeline of all actions performed, such as:
  • Registration updates
  • Communication triggers
  • Status changes
• Reviewing activities helps validate participant interactions and identify any issues.

6. Archive Sub-Participants

• Select the sub-participant you wish to archive.
• Click on the Archive option.
• Confirm the action.
• Archiving:
  • Removes the participant from the active list
  • Retains historical data for reporting and auditing
• This is useful for managing inactive or irrelevant records without permanent deletion.

7. View Emails and Messages

• Within the sub-participant record, navigate to the Emails/Messages section.
• Review all communications sent to the participant, including:
  • Email notifications
  • SMS or in-app messages
• This ensures transparency and helps verify whether required communications were successfully triggered.

8. View Audit Logs

• Access the Audit Logs section for the selected sub-participant.
• This section provides a detailed history of:
  • Field-level changes
  • Stage transitions
  • User actions (who made the change and when)
• Audit logs are critical for compliance, troubleshooting, and tracking data modifications.

9. Send Emails and Messages

• Use the communication tools available in the Participant module.
• You can send messages to:
  • Individual sub-participants
  • Main participants
  • Both main and sub-participants simultaneously
• This ensures consistent communication across all attendees in a group registration.

10. Update Participant Details from Detail View

• Open the Participant Detail View.
• This provides a comprehensive view of all participant-related information.
• Make updates directly within this interface, including:
  • Personal details
  • Custom fields
  • Registration data
• Save changes to immediately reflect updates across the system.

11. Trigger QR Codes to Main Participant

• Use the configured action to trigger MultiRegistration limit-based QR codes.
• The system generates QR codes based on the allowed number of sub-participants.
• These QR codes are sent to the main participant’s email inbox.
• The main participant can distribute these QR codes to their sub-participants for event access or check-in purposes.

Result

• Users can efficiently validate and manage sub-participants within the Participant module.
• Bulk operations reduce manual effort and improve operational efficiency.
• Activity tracking and audit logs provide complete visibility into participant data changes.
• Communication tools ensure timely and accurate messaging to all participants.
• QR code distribution simplifies check-in and enhances the event experience.