Participant Management

Participant Management is where you build and maintain the trip roster. Each participant is linked to a donor record and can have an individual goal, role, tags, trip status, background check status, and e-signature status.

Screenshot placeholder: Participants tab showing the participant roster, status filter, and participant workflow columns

Open Participant Management

From Trip Details, open the Participants tab.

Toolbar actions

The Participants tab can include:

• Add Participant

• Invite All

• Send E-Signature to All

• participant search

• status filtering

Participant statuses

Trip participants can be in one of four statuses:

• Requested: Waiting for review after a public Request to Join.

• Active: Fully part of the trip.

• Withdrawn: No longer participating.

• Completed: Finished the trip.

What the table shows

The participant table includes:

• Actions

• Participant name and email

• Role

• Goal

• Raised

• Progress

• Status

• Background Check

• E-Signature

The role column can also show:

• a Minor badge

• participant tags

Add a participant

Click Add Participant to open the participant drawer.

Screenshot placeholder: Add Participant drawer showing donor search, role, goal, tags, and minor options

1. Search and select a donor

Search by name or email to link an existing donor to the trip.

If the donor does not exist yet, use the plus button in the drawer to create the donor without leaving the trip workflow.

2. Set the individual goal

Enter the participant's personal fundraising goal.

The drawer also shows a suggested goal based on the trip goal divided by the active participant count.

3. Add tags

Tags are optional, but they are useful for:

• segmenting the roster

• targeting trip tasks

• finding participants with shared preparation needs

4. Choose the role

Select:

• Participant

• Trip Leader

Trip leaders can receive extra Leader Console permissions. See Leader Console.

5. Mark minors and capture guardian details

If the participant is a minor, enable Participant is a minor.

You can then either:

• enter guardian details manually

• select an existing donor as the guardian

Guardian details are used for reminders and consent-related workflows.

6. Send the invitation immediately

When creating a new participant, you can enable Send invitation email immediately to send their access email as part of the add flow.

Edit a participant

Use Edit in the participant row to update:

• goal

• role

• tags

• status

• minor and guardian information

When editing an existing participant, you can also change the status to move a public join request from Requested to Active.

Remove a participant

Use Delete in the row actions to remove a participant from the trip.

In the current Trips workflow, removing a participant sets their status to Withdrawn and keeps their donation history intact.

Invitations

The Participants tab supports two invitation workflows:

• Invite All for active participants

• Send Invitation from an individual participant row

Participants in Requested status do not receive invitation, background check, or e-signature actions until they are approved.

Background checks and e-signatures

The participant table gives you quick access to both compliance workflows:

• Background Check: start, rerun, reuse, or review the current Checkr status. See Background Checks.

• E-Signature: send or resend requests and track signature status. See E-Signatures.

Related guides

• Request to Join and Participant Approvals

• Background Checks

• E-Signatures