Participant Management
Participant management is where you enrol and manage the individuals taking part in your trip. Each participant is linked to a donor record in your HelpYouSponsor account and receives their own fundraising profile, allowing supporters to donate directly to them.
Accessing Participant Management
Open the Trip Details page for your trip and click the Participants tab.
Participants Table
The Participants tab displays a table of all enrolled participants with the following columns:
Name and Email - The participant's name and email address.
Role - Either "Participant" or "Leader."
Individual Goal - The personal fundraising goal assigned to the participant.
Total Raised - The amount raised so far by the participant.
Progress - A visual progress bar showing the percentage of the individual goal that has been reached.
Status - The participant's current status (Active, Withdrawn, or Completed).
Actions - Edit and delete buttons for each participant.
Adding a Participant
Click the Add Participant button to open the participant form in a side panel. The form includes the following sections:
Search and Select Donor
When adding a new participant, search for an existing donor in your HelpYouSponsor database by typing their name or email address. Matching results will appear in a dropdown list. Click a donor's name to select them.
If the donor does not yet exist in your system, you will need to add them as a donor first, then return to add them as a participant.
Individual Fundraising Goal
Set the fundraising target for this specific participant. A suggested goal is displayed based on the trip's overall goal divided by the number of current participants.
Tags (Optional)
Assign tags to participants to help organize and target tasks. Tags can be used later when configuring task targeting to ensure that specific tasks are only shown to participants with certain tags.
Type a tag name and press Enter to add it. You can select from previously used tags or create new ones.
Role
Choose the participant's role:
Participant - A standard trip member who can view their own tasks, progress, and documents.
Trip Leader - A participant with elevated permissions. Leaders can view all participants, send messages, manage tasks, and perform other administrative actions depending on the permissions granted by the trip administrator.
Minor Participant Support
If the participant is a minor, check the Participant is a minor checkbox. This enables a guardian contact section where you can enter the responsible adult's information.
Guardian Contact Information:
Relationship options include Mother, Father, Legal Guardian, Grandparent, Aunt, Uncle, and Other.
When a participant is marked as a minor, task reminders can be configured to go to the guardian's email instead of (or in addition to) the participant. This ensures that responsible adults are kept informed about outstanding tasks.
Send Invitation Email
When adding a new participant, you can check Send invitation email immediately to notify them that they have been added to the trip. The invitation email includes instructions for accessing their participant dashboard.
Editing a Participant
Click the Edit button on any participant row to open the editing form. You can update the individual goal, role, tags, minor/guardian information, and visibility settings.
Removing a Participant
Click the Delete button on any participant row to remove them from the trip. A confirmation dialog will appear before the participant is removed.
Participant Visibility Settings
Each participant has visibility options that control how they appear on the public trip page:
Public - The participant is visible on the public trip page with their name, bio, and fundraising progress.
Anonymous - The participant's fundraising is tracked but their identity is hidden on the public page.
Leader Permissions
Trip leaders can be granted specific permissions that determine what actions they can perform from their participant dashboard. The following permissions are available:
Manage trip - Edit trip details.
Manage participants - View, add, and remove participants.
Invite participants - Send invitation emails to new participants.
Manage budget - View and edit budget items.
Manage tasks - Create, edit, and delete tasks.
Manage task templates - Create and apply task templates.
View task completions - See which participants have completed tasks.
Approve task completions - Approve or reject task submissions that require approval.
Send manual reminders - Send reminder emails to participants about outstanding tasks.
Promote leaders - Grant leader status to other participants.
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