If Club Management features are enabled, the Participants table will be accessible from the side panel menu. If there are no entries in the participants table, it may be that you have not received any registrations. It may also be the case that you have only recently enabled club management features and have not yet populated the participants table. (A third reason could be that your registration events are mis-configured and do not include the field labels that instruct NeatClubs what the meaning of the fields is in the custom registration forms)
Entries in the participants table will look something like the table below:
| • | You can navigate from page to page |
| • | Sort the table based on any of the heading columns |
| • | or Search for Participants matching a particular search term |
As with other tables in NeatClubs, the left columns allow you to view or edit participant records. We intentionally do not allow participant records to be deleted. Participants can be archived to be removed from the participants list.
The third column in the table above allows you to see registrations that are "related" to this one. In the example above, the participant is Jamie, and related registrations would be other registrations made by the same account holder (normally Jamie's parent)
Clicking on the "Show Related Registrations" icon (third column) generates a list of prior registrations made by this same parent. Of course you can drill into these prior registrations and further explore them, or perform activities like re-sending e-mail confirmations for these prior registrations.
You can also View or Edit a participant record by clicking on the graphic icons in the first or second column of the participants listing.
The Edit Participant Record interface is shown below. You can use this to change the participant record. The contents of the participants record are of course "fed" from registrations. If the participant record is not complete, it is likely because you are not gathering the full-set of information in your registration form for your registration events.
The Role, Discipline, Level and Sub-Level fields will have special meaning depending on your organization.
You can learn how to import valid sets of options for these fields here.
At the bottom of the Edit Participant Record screen, you will see that there is a facility transfer the "owner" of a participant record (the parent) to another individual. This is useful in scenarios where you have entered a registration yourself as the administrator and now "own" the registration, but would like to transfer the registration to the appropriate account holder. (the parent)
If you click the "Change This" link at the bottom of the Edit Participants Record interface, you will be given the opportunity to change the "owner" of the record as shown below. Using the "Change Owner of Participant Record" function we can use the filter function to find the record for the parent, and then select them as the owner.
Often you would like to view the registration history for this particular participant. This is useful in clubs where an individual may have progressed through a series of programs.
You can view the registration history for a participant by selecting the "View" icon in the left column of the appropriate program participant.
At the bottom of the record, the registration record will appear.
Another handy feature when viewing the participant record is an integration with Google Maps.
Google Maps then shows me visually where this participant lives.
