Managing participants

Where: Operations → Participants

The full list of everyone registered, with filters, stats and per-participant detail.

Finding someone

Filter and search the list, then open a participant to see their detail: what they registered for, what they paid, what they bought, and their activity.

Their payment history is available from their record, which is usually faster than working back from Payments when someone emails about a charge.

Correcting someone's details

You can edit a participant's details on their behalf.

This is the normal answer to a misspelled name, a wrong size, or a change requested after the profile update deadline has passed. Editing is nearly always right where deleting is nearly always wrong.

Featuring a participant

A participant can be marked featured, which surfaces them in the highlighted and popular selections on the public site.

Use it for people whose story is worth telling — a strong fundraiser, someone with a compelling reason for taking part. It is one of the few genuinely editorial tools in the product.

Notifying participants

Messages can be sent to selected participants from here.

Check the selection before sending

This reaches real people immediately, and there is no recall. Confirm both the filter and the recipient count before you send, particularly if you have been filtering the list for something else.

Activities

A participant's activities can be reviewed and, where necessary, corrected or excluded.

Exclusion is for genuine errors — a duplicate import, an activity that clearly does not belong. Use it sparingly on a competitive event, and record why: participants notice their totals moving.

Deleting activity records does not always stick

Leaderboard standings are rebuilt from the underlying activity data on a schedule. Removing a standing without removing what produced it means it reappears within minutes. Deal with the activity, not the ranking.

Certificates and bibs

Where a participant's certificate or e-bib is not available, it is usually because the Results Date has not passed, or the underlying template has not been set.

→ Branding

Opt-outs

Participants who withdrew are tracked separately and can be exported on their own.

Reconcile that list against your merchandise order and any refunds due before your manufacturing deadline, not after.

Removing a participant

Rarely the right move. Before doing it:

1. Refund them through Payments if money is involved.
2. Consider whether an edit or an opt-out records the situation more accurately.
3. Only then remove, knowing their history goes with them.