> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/participant-management.md).

# 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](/files/Rz10xxHPSSJf60Y01hvc)

## Open Participant Management

From [Trip Details](/guides/core-features/program-management/trips/trip-details.md), 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](/guides/core-features/program-management/trips/request-to-join-and-participant-approvals.md).
* **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* **Withdrawn**: No longer participating.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](/files/bTE3MjtTdSFY1mzx1Sdf)

### 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](/guides/core-features/program-management/trips/leader-console.md).

### 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](/guides/core-features/program-management/trips/background-checks.md).
* **E-Signature**: send or resend requests and track signature status. See [E-Signatures](/guides/core-features/program-management/trips/e-signatures.md).

## Related guides

* [Request to Join and Participant Approvals](/guides/core-features/program-management/trips/request-to-join-and-participant-approvals.md)
* [Background Checks](/guides/core-features/program-management/trips/background-checks.md)
* [E-Signatures](/guides/core-features/program-management/trips/e-signatures.md)