Participant Records

To open a participant record, select Work with participants under Participants on an event record, and then select the individual or organization's name from the list. From a participant's record you can view and manage details such as how they're involved in the event and how much they paid. At the top, you can view pertinent information, such as the participant's name, the event they're associated with, and whether they attended.

At the top of a participant's record, you can view their full name. Depending on how your organization displays names in web view, a participant's full name can include their first name, middle initial, and last name, as well as any titles or suffixes — such as Dr. or Jr., respectively. If the participant is also a constituent, you can select their name to open their constituent record.

Note: Admins! For information about how display names in web view, see Constituent Record Settings.

To help determine which event the individual or organization is a participant of, you can view the event's name under the participant's name. To open the event record, select its name.

The Participation level field displays your organization's description of the participant's involvement in the event, such as child participant or couple. For more information, see Events Settings.

To help determine whether the participant arrived at the event, Attended appears if you marked their attendance from the participant list on an event's record. For more information, see Attendance.

To help you quickly learn important details about a participant, such as special dining requests, you can pin a note to the top of their record. For details, see Summary Notes.

To help you easily identify an event participant, you can view the profile picture from their constituent record. If a participant doesn’t have a profile picture, their initials appear.

Add or update a participants’ profile picture —

  • From a mobile device, select their initials or profile picture, and then browse to and select the new image or upload it from your phone or tablet’s camera, pictures, or cloud storage account.

  • From a desktop device, browse to the image in your file explorer and drag it to the initials or profile picture on the participant's record.

View the full image for a profile picture — From the menu under the picture, select View full picture.

Delete a profile picture — From the menu under the picture, select Delete picture.

If your organization uses attributes in the database view to track specialized information about the participant, such as whether they have a dietary preference, you can view them under Custom fields. For each field, you can view its name — or “category” — and value. You can also view when the field was added and comments about its information. For more information, see Custom Fields.

Under Party information, you can view who's associated with the participant, such as guests and other participants. For more information, see Party Information.

Participant options are fields you add to events to track custom information about participants, such as t-shirt sizes, meal preferences, and seating requests. If you set participant options for the event, you can view and manage custom information about a participant under Participant options. For more information, see Participant Options.

Note: Participant options are like custom fields, but they’re not the same. With custom fields, you use the same field and the same options for different events. With participant options, you add new fields and values for each event. In a future release, you’ll be able to copy an event and reuse options that are the same for the new event. For more information, see Custom Fields.

Under Fees and payments, you can view details about which fee the participant selected to join or attend the event and how much they paid. For more information, see Fees and Payments.

Note: In the web view, you can view participants who are registrants and their guests. In the database view, you can manage other types of participants, such as sponsors and volunteers.

Tip: You can also view participation information on a constituent's record under Events.