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ManualReferenceRegistrations

Participant list

In the participant list, organizers and the team see all registrations for an offer and change their registration status.

Access

Location: Offer > tab Participant list, or actions menu Participant list.

WhoSees the list when …
Adminalways
Organizerthe phase Participant lists public is running. Access ends with the phase. If the phase is set to Always active, access ends when Access after the offer ends has passed, counted from the last date; default: 6 months. Without this phase, organizers see no participant list.
Person with Participant list onlythe phase Participant lists public is running, with the same limits as for organizers. Read only.
RestrictionContent
Confidentiality agreementIf the season requires an Organizers’ consent, everyone who has not confirmed it yet first sees Access only with a confirmation, admins included (Access only with a confirmation). This also applies to the exports and to the emails to list recipients.
Phase Participant lists public is not runningFor organizers, the tab Participant list is grey, and the page of the list shows “No phase “Participant lists public” is running in this season.”
Installation does not allow organizers to editOrganizers see only allocated registrations, also after these are marked Took part or No-show, and those that were allocated and then withdrawn. If the season allows Allocate places, they also see new registrations and the waiting list, with the filters Open and Waiting list. The footer states the restriction (Layout). Default: they see and edit everything.
Page “Data usage” in a family's accountContent
OrganizersNames every organizer whose participant list currently shows the participant's registration: the phase Participant lists public releases the list to them, and the registration is among the rows organizers see, including a returned place (Access). In addition “until {date}” for the end of their access.
Per offer“Offer ends {date}”. If the phase Participant lists public is set to Always active: “Offer ends {date} · then {count} more months”, with the period Access after the offer ends in whole months, rounded up.
Note at the end“Organizers receive your data exclusively to organise and run the booked offer. They see the participant list while the season releases it to organizers. Where the season releases the lists without an end date, their access ends {count} months after the offer ends. Emails about the participant list contain no details of your participants, only a link to the list. If you would like to end sharing early, please contact our data protection team.” When data is deleted is determined by the periods under Privacy (Settings).

Access only with a confirmation

Location: tab Participant list, as long as the season's confidentiality agreement is not confirmed.

The season determines the title and the text of the agreement.

ElementContent
Access only with a confirmation“Please confirm the following declaration to open the participant list.”
AgreementTitle and text of the season's confidentiality agreement; without a title “Organizers’ consent”
Checkbox“I have read the declaration and undertake to comply with it.” Required; without the checkbox, “Declaration not confirmed” appears – “Please tick the box.”
Confirm and open participant listConfirms the agreement. Afterwards: “You now have access to the participant lists of this season.” with Open participant list and the message “Declaration confirmed”
Note“Confirmed once · applies to all your offers of this season”

Layout

The participant list for the canoe trip with ten confirmations and two places on the waiting list.

ElementContent
HeaderDate, Places with “{count} waiting”, Consents with “{count} open” or “none open”, Status on the right (Offer header). Consents counts registrations with takes part that lack a consent.
Tab Participant listOnly with Registration via the website or when the offer has registrations. Grey as long as the phase Participant lists public gives organizers no access (Access).
SearchFirst and last name; placeholder “Search participants…”
FilterAll, Allocated (takes part, took part, did not show up), Waiting list, Open (new and pending confirmations), Not taking part (withdrawn, rejected, no place), each with a number. The numbers do not follow the search. A filter without registrations is grey.
Participant list, ConsentsMenus of the exports. Consents only if the offer or the season requires consents.
EmailOpens a newsletter to everyone with a place. For admins and members of the offer's organizer profiles, not for people who only have access to this offer. Missing in a narrow view.
Add participantOpens New registration. For admins; for organizers as long as the installation allows it (default).
Table, ListThe view of the registrations. List shows them without columns and without selection.
GroupsOne group per status with its name (Registration status) and “{count} participants”; for Takes part plus “· {count} spots free” or “· fully booked”, for On waiting list “· in the order they move up”. Order: Takes part, On waiting list, the others, Withdrawn last. The number does not follow the search.
Footer“{count} registrations · {from}–{to} of {total}”, 100 per page. If the installation does not allow organizers to edit: “Organizers only see allocated and returned spots and spots marked “Took part” or “Did not show up”.” or, if the season allows Allocate places, “Organizers only see new registrations, the waiting list, allocated and returned spots, and spots marked “Took part” or “Did not show up”.”

Columns

Contact details are in the registration and in the exports, not in the table.

ColumnContent
ParticipantName; opens the registration. Below it “born {date}” if the offer uses Ask for date of birth, and “Postal code {postal code}”
AgeAge on the first date; for participants who were added when completing, the age entered there; “—” without a date of birth and age
ConsentsOnly if the offer or the season requires consents. Rates every declaration like the PDF export Consents. “Pending” as long as a declaration is undecided, e.g. because it was added after the registration or was revoked; orange for takes part. If the registration was created with open consents, an icon for Send the link to the family appears next to it (Registrations). “declined · {declarations}” if one was declined or an opt-in was never granted. “No objection · {declarations}” for former opt-out declarations without a decision; this is not a consent (Consents). “Granted · {date}” only if all are granted; the date is that of the last consent. “—” without declarations
confirmedOnly for admins and only if the season collects participation fees. Payment status paid, unconfirmed (in a batch), unpaid or no payment obligation; leads to Manage payment
Important informationOnly if Ask for important information is turned on (Settings). The family's text, “-” without text
Per extra question and per season questionThe question, shortened after 22 characters, as the heading; the answer, for yes/no questions “Yes” or “No”, for a choice the label of the option. The season questions come before the extra questions.
Per file questionView file or, as long as no file is uploaded, No file. Both open the uploaded file.

Empty list

ElementContent
No registrations yet“Enter registrations taken on site or by phone here.” For Registration via the website with a registration deadline of its own, plus “Registration on the website runs until {date}.”
Add the first registrationOpens New registration. Only with the right to add
Copy linkCopies the offer's public link, otherwise the private link (Links and visibility). Confirmation: “Link copied”
Note“Participant not in the system yet? Create them while adding.” Only with the right to add

Actions

Organizers without the role see only Send the link to the family, Participant list and Allocate places in the actions menu.

ElementContent
SelectionCheckbox per row; the checkbox in the table header selects all. Only if at least one of the two actions in the bar is allowed. The list view has no selection.
Change participation statusOpens the side panel “Change participation status”. Only with the right to edit the list
Move to another offerOpens Transfer participants with the selected registrations. Only with Registration via the website and with the right to transfer
Clear selectionCancels the selection.
Actions menu (⋮)Opens the row's menu.
RegistrationView registration, Change attendance status and, if the season collects participation fees, Payments: only with the role View and create participants. Send the link to the family (Registrations): for everyone with access to the list, not for withdrawn and without an email address
OfferParticipant list, Allocate places; for everyone with access to the list

“Change participation status” side panel

Location: Change participation status in the bar above the selection or in a row's actions menu.

ElementContent
OfferTitle and number, organizers and date
Selected participantsName and status of every registration. After a new status is chosen, the column shows the status the registration will receive.
New statusConfirm, Reject or Withdraw; required, empty at first (“Choose status…”). Confirm sets takes part. Reject sets rejected: “Cancelled by team or organizer. The payment obligation lapses.” Withdraw sets withdrawn: “Withdrawn by the participant. After the free period the payment obligation stays.” Rejecting and withdrawing do not let anyone move up from the waiting list.
Commit registration status“A payment obligation arises immediately.” Default: on. If the option is off, the change goes into a batch.
Notify participant“Requires an email address.” Default: on. Only for Confirm and Reject and with committing: for Confirm the notification Move-up confirmed (“Moved up from the waiting list to the participant list”), a text message only if a text message is stored and the offer starts within the next 30 hours; for Reject Registration cancelled (“Registration cancelled”), without a text message. Otherwise: “There is no notification for this status.”
Save, Save and notifyApplies the status to all selected registrations. With notification on, the button is called Save and notify. Message “Changes saved” with “The participants have been confirmed.”, “The registrations have been rejected.” or “The participants have been withdrawn.”; after a notification also “Participants notified” with Show messages, for one registration “Participant notified” with Show message
CaseContent
Email address missing“No email address on file.”, with the names if notification is on. A mobile number alone is not enough.
WithdrawThe message adds “The family gets no email.” or “The families get no email.” With the role View and create participants, a note follows to mention the account with @ in the participant's activity in order to write to the family.
Opened from the batchThe settings are missing; the change stays in the batch.

Exports

The exports of an instance with a Word template, for an offer with consents.

ExportMenuContent
Attendance listParticipant listPDF. Name and age, plus the participant's Wichtige Infos in red, only if Ask for important information is turned on; contact, mobile number and phone; one box per date, for more than 5 dates one column “anwesend”; for at most 2 boxes also a column Notiz. The waiting list is on a page of its own, in the order of moving up instead of alphabetical, with a box Nachgerückt in the place of the dates.
Participant list (PDF)Participant listName and age, plus the date of birth where it may be shown, and contact; per consent a numbered column, per season question and per extra question a column labelled with a letter, the season questions first; if Ask for important information is turned on, a column Wichtige Infos in red, otherwise Kontakt takes its width; at the end the legend of the numbers and letters. Legend of the consents: “ja”, “nein”, “kein Widerspruch, keine Einwilligung”, “noch offen”
Participant list (XLSX)Participant listAll fields, including season questions and extra questions and, if Ask for important information is turned on, in the last column “Important info”; per declaration “Yes” only for a granted consent, otherwise “No” or “No objection”. Sorted by status: first takes part, then took part, did not show up and the waiting list; before every further status a row with its name in capital letters, e.g. “TOOK PART”, and the numbering starts again
Participant list (DOCX)Participant listList based on a Word template; only if the instance has a Word template
Overview (PDF)ConsentsStanding of every declaration per participant: “Akzeptiert”, “Abgelehnt”, “Widerrufen”, “Nicht erteilt” (opt-in without a decision) or “Fehlt”, for former opt-out declarations also “Widersprochen” or “Kein Widerspruch”; with date and, where recorded, “Unterzeichnet: {name}”; for participants without an account also the consents recorded on their behalf. Every standing has one of 3 tones: granted and valid, declined, objected or revoked, missing or without a decision; the legend is in the footer. Under the heading of every declaration are “Pflicht” or “freiwillig” and “je Kind”, “je Konto” or “Saison”. The row “Zusammen” states per declaration how many of all participants have accepted and how many are missing. People on the waiting list carry “· Warteliste”
Overview with proof sheets (PDF)ConsentsStanding of all consents as in the overview, with one sheet per consent given. The overview states at the top “Ab Seite 2: {count} Erklärungen im Einzelnen”; the number covers all sheets. Every sheet shows the instruction in the version that applied at the decision; for older entries the current version with “Aktuelle Fassung der Hinweise. Die Fassung bei Abgabe der Erklärung ist nicht gespeichert.”
RuleContent
CreationEvery export is created in the background and is then available for 24 hours under the bell (Understanding the interface: Exports).
Menu ConsentsOnly if the offer or the season requires consents.
Confidentiality agreementIf the season requires an Organizers’ consent and the person has not confirmed it yet, every export opens the participant list with Access only with a confirmation instead.
Allocated placesAll exports contain the registrations with takes part, took part and did not show up, also after completing. The PDF exports Attendance list and Participant list (PDF) state their number in the head of every page under “zugeteilt”.
Waiting listThe exports contain the waiting list only where the list shows it to the person: admins; organizers if the installation allows them to edit (default) or the season allows Allocate places. Otherwise they contain no waiting list.
SortingSettings > General > Participant list sorting, for the PDF exports

Automatic sending

NotificationTimeRecipientsContent
Participant list availableafter the registration deadline, as soon as a list recipient meets the conditions, as long as the first date is ahead. Checked hourly, once per offer. Only for published, not cancelled offers with a registration deadline of their own (Registrations possible until).List recipients of the offer who meet the conditionsButton Open participant list with the link to the list in the admin panel. No names.
Participant list before the eventat the registration deadline, 24 hours before the start at the earliest; the later time applies. Once per offer. If nobody meets the conditions then, it is sent as soon as someone does, until the end of the last date at the latest.List recipients of the offer who meet the conditionsButton Open participant list with the link to the list in the admin panel. No attachments.
Changes to the participant listdaily, after the first sending, only if something changedthe same as for Participant list before the eventNumber of confirmations, declines and places on the waiting list, e.g. “2 confirmations, 1 cancellation, 1 on the waiting list”, and Open participant list. No names.

The offer form determines the list recipients. Participant list before the event and Changes to the participant list are sent only for published, not cancelled offers with online registration.

ConditionContent
PhaseOrganizers currently see the list (Access): The phase Participant lists public is running; if it is set to Always active, Access after the offer ends has not passed. This also applies to admins among the list recipients.
AccessThe account may open the participant list: as a member of an organizer profile of the offer, invited via Access, or as an admin.
AccountThe account is not blocked and has an email address.
Confidentiality agreementIf the season requires an Organizers’ consent, the account has confirmed it.
Addresses without an accountreceive no emails
Time of the checkwhen each email is sent. When the link is opened, the admin panel checks the access again.
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