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Status - The participant's current status (Active, Withdrawn, or Completed).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, 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.
Tags are used for:
Task targeting: Assign tasks to participants with (or without) specific tags. See 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.
Marking a participant as a minor
Click Edit on the participant.
Toggle Is Minor to on.
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)
Optionally, link the guardian to an existing donor record in your database by searching for them.
Click Save.
Important: Guardian contact information is never exposed on public trip pages or participant profiles. It is only visible to administrators and authorized leaders.
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).
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.
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.
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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