Manage Participants
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Manage Participants page is available once the event invitations have been sent and the registration start date is met. This page can be used to register participants or mark them as declined, enter event fee payments, cancel a registered participant, update the number of expected participants, add participants who were not initially on the invite list, and view available participant contact information. Sort and search features make finding a particular participant easy.
Note
If pre- or on-site registration is required, participants must be registered in order to attend the event.
Note
When working with multi-part events, registration may be handled at the main or individual sub-event. When registration is handled at the main event level, registered participants are registered for all related sub-events. When registration is handled at the sub-event level, participant lists are independent of one another or may not exist at all. It depends on how the main event and related sub-events were set up.
Registering Participants
Once event registration begins and you begin to get responses from invitees, you can start registering them for the event. Registration can be managed manually using J1 Web or using an automated Communications Management (Notepad) action and the J1 Web Event Action Items feature.
Note
Once the event starts, the participant information cannot be updated. You can review invitee information, but updates must be made using the Check In Attendees feature.
Adding Participants
You can add participants who were not on the invite list to an event by entering their name and clicking Add participant. If the participant is not in J1 Web, the Create person/organization in J1 option is available. This adds the participant to the participant list, but it does not add them to J1 Desktop or grant them access to J1 Web.
Using J1 Desktop Communications Management to Manage Participants
The Manage Event Action Items feature is available throughout the event process and allows you to tie a participant's status to Communication Management (Notepad) tasks to which you have access. You can tie actions to invitees/participants and create action lists that help you keep track of completed and remaining tasks.
If you are managing event participants using Notepad, you can set up your actions and action items to automatically mark participants as having registered for the event or having declined when the daily procedure is run and the action completed.
Note
Participants must exist in J1 Desktop (Users window) and the appropriate actions/action lists must be set up in J1 Desktop Notepad in order to use the automated Notepad features.
Event Fees
Note
Participant information and options vary according to the event. For example, if an event does not require participant fees, fee information does not appear.
If there are fees associated with an event, you can verify payment has been made, enter payment amounts, update partial payment amounts, and update fees associated with a participant. If a participant registers additional guests, the amount due is automatically updated.
Once an event is complete, the Event Participant page includes the number of invitees who registered for an event but didn’t check-in in the Expected count.
Tip
If you are working from a mobile device, you may need to click the Expand icon.
Start typing the name of participant being added in the Add a participant field.
Select the participant to be added from the names in the drop-down list.
Click Add a participant.
In the Filter these participants field, start typing the participant's name to select it from the drop-down.
Use the Invited and Not Invited checkboxes.
Use the first row of the participants table to sort by name or if an invitation was sent.
Use the Filter these participants field to sort by a specific name.
Click the Plus icon next to the participant's name. If an address and/or mobile phone number are available for the participant, they appear. To close the contact information, click the Minus icon.
Click on the participant's name to open the Person page for participants that are in the system.
Locate the participant attending the event.
Click the Register button to make the Expected option visible and editable.
Enter the number of participants attending in the Expected field.
Click Save.
If there are fees associated with the event and the participant has provided payment, click the Edit icon next to the Amount Paid.
Enter the amount the participant paid towards their event registration fee.
Click Save.
Locate the participant declining to attend the event.
Click the Decline button.
Click Yes, decline invitation in the confirmation pop-up.
Tip
Participants who initially decline can still register should their response change. The registration process remains the same: locate the declined participant and click the Register button.
Locate the participant.
Next to the Manage Registration field, click Cancel.
Click Yes, cancel registration to close the confirmation pop-up and update the participant status.
Locate the participant.
Click the Edit icon next to the Expected field.
Enter the updated number of expected participants.
Note
If there are fees associated with the event, the Fees amount will reflect the new amount due.
Click the Edit icon next to the Amount Paid field to update payment totals.
Click Save.
Note
Actions and action lists can only be applied to participants in J1 Desktop. If most of your participants are outside of J1 Desktop, this feature may not be useful for automating the invitation process.
If a participant is not in J1 Desktop, the action/action list cannot be applied and their status must be manually updated.
Select the participants you want to associate a J1 Desktop action, action list, or both related to managing responses with.
From the Choose an option drop-down, select Apply an action, Apply an action list, or Apply an action and action list.
Click the Apply button.
Click Apply in the confirmation pop-up.
If they are a J1 user, this information may not be in the system. Check the J1 Desktop Users window to verify their contact information.
If they are not a J1 user, their information may not have been added to the system. Click on their name to see or add contact information.
There are several reasons why you might not see the Manage Participants page:
The event may not be scheduled yet
The event pre- or on-site registration start date may not have been reached
The event may not require registration
You may not have the required permissions. Contact your module manage or campus support team for more information.
Once the event is in progress or completed, the participants list can no longer be updated.