# 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](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/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 * **Status** - The participant's current status (Active, Withdrawn, or Completed).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, send invitation 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. ### Participant Tags Tags help you organize participants and enable advanced task targeting. Tags are free-form labels that you define per trip. {% stepper %} {% step %} #### Adding tags to a participant 1. Click **Edit** on a participant in the Participants table. 2. In the **Tags** field, type a tag name and press Enter to add it. 3. Add as many tags as needed (e.g., `needs-passport`, `first-timer`, `team-a`, `late-joiner`). 4. Click **Save**. {% endstep %} {% endstepper %} Tags are used for: * **Task targeting**: Assign tasks to participants with (or without) specific tags. See [Task Management](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/task-management) for details on tag-based targeting. * **Organization**: Quickly identify and group participants by shared characteristics. #### 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 Participants & Guardian Information When a participant is a minor (under 18), you can record their guardian's contact information for compliance and communication purposes.
When a participant is a minor (under 18), you can record their guardian's contact information for compliance and communication purposes. {% stepper %} {% step %} #### Marking a participant as a minor 1. Click **Edit** on the participant. 2. Toggle **Is Minor** to on. 3. Fill in the guardian contact fields: * **Guardian Name** (required when marked as minor) * **Guardian Email** — used for guardian-targeted task reminders * **Guardian Phone** * **Guardian Relationship** (e.g., Mother, Father, Legal Guardian) 4. Optionally, link the guardian to an existing donor record in your database by searching for them. 5. Click **Save**. {% endstep %} {% endstepper %} {% hint style="info" %} Important: Guardian contact information is never exposed on public trip pages or participant profiles. It is only visible to administrators and authorized leaders. {% endhint %} 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. ### Invitation Settings When sending participant invitations, you can configure the **invitation link expiration** — how long the magic link in the invitation email remains valid. Options range from **1 hour** to **30 days**, with a default of **72 hours** (3 days). {% stepper %} {% step %} #### To send invitations 1. Select one or more participants. 2. Click **Send Invitation**. 3. Optionally adjust the link expiration time. 4. Click **Send**. {% endstep %} {% endstepper %} ### 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. ### Background Check & E-Signature Status The Participants table displays additional status indicators when these integrations are configured: * **Background Check Status**: Shows the current Checkr check status (Pending, Clear, Consider, etc.). Click the action button to initiate a new check. See [Background Checks](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/background-checks). * **E-Signature Status**: Shows whether signature requests have been sent, viewed, or signed. Click the action button to send a new request. See [E-Signatures](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/e-signatures). ### 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.