Add, import and edit participants

The Participants page lists everyone in the event. Use it to add people before the event (one at a time or from a spreadsheet), fix their details, put them in teams, and open one person’s drawer for everything else about them.

Who can do this: Org admins add, import, edit, ban, remove and assign teams. Score keepers can award points from the drawer. Document uploaders can add documents from the drawer and import travel documents. Read-only users and station staff can look but not change anything.

Where: Event → People → Participants

Find someone

• The tabs All, Active, Banned and Removed filter by status.
• The search box finds people by name, email, Unique ID or phone.
• Switch on Not checked in to see only people who haven’t arrived yet. It works with whichever tab is open.

The list shows each person’s Unique ID, Team, Status, when they Checked in (and who checked them in), when they were Last active in the app, and when they Joined. Click a row to open that person’s drawer.

Add one participant

1. Click Add participant.
2. Fill in Name. Everything else is optional: Phone, Email, Organisation, Employee ID, Department, Team and Unique ID.
3. Click Add participant.

The Team field only appears when the event has teams and the Teams module is on (it is switched on Onboarding, on the Team step). The Unique ID is the code the person signs in with when Unique ID sign-in is on (see Sign in on the Onboarding page). It is saved in capitals and can be up to 20 characters. If you leave it blank, the person has no Unique ID.

Phone numbers and emails must be unique within the event. If someone already has that phone or email, the dashboard says so and doesn’t add them.

Import participants from a CSV file

1. Click Import, then Participants.
2. Click CSV file.
3. Drop your file on the box, or click it to browse. Click Download template first if you want a file with the right columns.
4. Check the Column mapping. Each field shows the column of your file it reads from. Change any that are wrong, or set them to Not imported. Columns nothing reads are listed under “Not imported”.
5. Leave Dry run — preview results without saving anything ticked for a first pass.
6. Create teams named in the file that don’t exist yet is ticked. Untick it if every team should already exist.
7. Click Preview (or Import, if you unticked Dry run).
8. Read the result: how many were Created, Updated and Skipped, and an error for each skipped row with its row number. After a dry run, click Import … for real to save, or Back to edit.

The file format

The first row must hold the column names. Only name is required. The template’s columns are:

Column	What goes in it
name	Full name. Required.
phone	Phone number.
unique_id	The Unique ID they sign in with.
email	Email address.
organisation	Company or organisation.
employee_id	Employee ID.
department	Department or business unit.
team_name	The team’s name, matched to existing teams ignoring capitals.
team_leader	yes for the one person who leads their team. true, 1 and y also count; anything else, or blank, means no.

Column names are matched without caring about capitals, spaces or hyphens, so “Team Name” works as team_name. Common alternatives are recognised too, for example full_name, mobile, code, company, emp_id, dept and team. Anything else you can match by hand on the column mapping step.

Rules the import follows:

• At most 500 rows per file. Split bigger lists and import them in batches.
• A row whose Unique ID matches someone already in the event updates that person instead of adding a new one, and brings them back if they had been removed.
• A row with no Unique ID gets one automatically (P0001, P0002 and so on).
• A row is skipped if its phone or email belongs to someone else already in the event, or appears twice in the file.
• If a row names a team that doesn’t exist and you didn’t tick Create teams named in the file that don’t exist yet, the row is skipped.
• Each team can have only one leader in the file, and a leader row must have a team. If not, nothing is imported and the dashboard names the rows to fix.

Tip

You can also paste a list in any format under ✦ AI (paste anything) in the same window. It reads the names, phone numbers and Unique IDs, shows you a preview, and then imports the same way.

Edit someone’s details

1. Click the person to open their drawer.
2. Click Edit details (or Edit on the Details card).
3. Change Name, Unique ID, Phone, Email, Organisation, Employee ID or Department.
4. Click Save changes.

To clear someone’s Unique ID, empty the field. To change their team, use the Team card in the drawer (below).

Put people in teams in bulk

1. Tick the people on the list. To pick everyone matching your search and tab across all pages, tick the box in the header, then click Select all with the number.
2. In the bar that appears, click Assign team.
3. Choose the team and click Assign.

For one person, use Assign team in the row’s ⋮ menu. Assign team only shows when the event has teams and the Teams module is on.

Ban, remove, restore or delete

• Ban and Activate are on each row and in the drawer. Their status changes to Banned or Active.
• Remove is in the drawer’s Danger zone, or in the bar after ticking people. Removed people move to the Removed tab and drop out of the event.
• On the Removed tab, Restore brings someone back. Delete permanently erases them with their submissions, points and badges. It cannot be undone.

In the bar, Activate, Ban, Remove and Delete permanently ask “Are you sure you want to …” before they run.

The participant drawer

Clicking someone opens their drawer. At the top are their Points, Rank and number of submissions. Below that, cards appear depending on your role and the event:

• Details: status, Unique ID (“None — they can’t sign in by Unique ID” if empty), contact details, when they joined and when they were last active in the app.
• Team: their team, with Move to / Assign to, Make team leader and Remove from team. Moving or removing someone asks first. Someone you move takes the points they earned with them; someone you remove stays in the event without a team, and their points leave the team total. A leader stops being leader either way. See Teams and sub-teams.
• Check-in: when and by whom they were checked in, or a Check in button for an org admin, for when their pass won’t scan. See Check in participants.
• Photo ID: shows when they have uploaded one. See Photo ID and documents.
• Points: their latest points, with Award points for admins and score keepers. See Award points manually.
• Message: Send a message sends them a direct message in the app. See Message participants directly.
• Device & sign-in: the device they are signed in on, with Release device if they need to sign in on a new phone, and any flagged sign-in attempts. Admins only. See Blocked sign-ins and stuck devices.
• Agreements: the agreements they accepted during onboarding, with the version and when. See Agreements.
• Travel wallet and Documents: see Travel documents and Photo ID and documents.
• System: their System ID and badge token, for OnStage support.
• Danger zone: Reset score (points back to zero and quiz answers deleted; submissions are kept), Remove, and for removed people, Delete permanently.

A removed person’s drawer keeps only Details, Agreements, System and the Danger zone, with Restore at the top.