All Participants

The all participants section allows you to see an overview of all the participants who are or were registered for your services. These profiles show all registrations and other important information.

Permissions and accessibility

Staff access:

• Admin
  • Full Access
• Manager
  • Full Access
• Staff
  • No Access

MyStudio plan restrictions:

• None

Table

A participant is the student or customer utilizing your services. Access the participants list in all customers > all participants. This table will show you the following information:

• Participant name

• The type of the account (participant)

• Total payments: the total amount of payments associated with the participant’s registrations.
• Past due: the total past due amount associated with the participant’s registrations.
• Customer: the buyer associated with the participant. Click on this to access the primary customer profile.
• Participant since: the date the participant was first registered for something.
• Participant custom fields: these are created in all customers > Settings. You can select whether these display in the data table or not.

From the table you can do the following actions:

• Mobile message: send an SMS or in-app message
• Email
• Export

Profile

When you click on a participant’s name from the data table, you will be brought to the participant profile. On the left here, you can see:

• Image: click on the image circle to add or edit the photo. This picture will also display in the attendance portal.
• Buyer name: clicking this will redirect you to the primary customer profile.
• Past due payments
• Total payments 
• Customer since: how long the customer has been a customer. You can edit this date at any time.
• Email icon
• Mobile message icon
• Plus button: register an existing or new participant under the customer for additional offerings by clicking the plus button and following the choice prompts.
• Summary: a summary of all of the participant's registrations.
• Payments: payments associated with all of the participant's registrations.
• Attendance history: view the participant’s attendance history.
• Notes: view or add notes associated with the participant.
• Custom fields: view or edit the custom participant fields you may have added from all customers > settings.

Summary

In the summary section of the participant profile, you will see a list of all the participant’s current, past, future, and on hold registrations. The drop down titles will display how many registrations of that type the participant has been registered for and the total payments associated with each category. Click the drop down arrow to see a more comprehensive list of a registration type.

Classes and appointments

The class/appt list will show you:

• Registered participant name: clicking on the name will redirect you to the program registration attached to the class
• Date the class will or did occur
• Time the class will or did occur
• Class/appt name
• Whether the participant has attended or not attended the class
• Registration date: if the class is recurring it will say “recurring” next to this date
• Registration method
• Status
• Cost

The default list shown is for upcoming classes, but you can click on the drop down to view completed, cancelled, or waitlisted classes as well. You can also enter the starting date of the list and how far forward or back you would like to see (up to 90 days).

In the upcoming list, you can cancel or reschedule the class. If it is a recurring class, you will also be asked if you are cancelling/rescheduling only the one class, or this and all ongoing classes.

In the completed list, you can delete any listed completed classes.

In the cancelled list, you can hover over the cancelled status to see who cancelled the class.

In the waitlisted list, you can remove the participant from the waitlist.

Programs

The programs list will show you:

• Participant name: clicking on the name will redirect you to the program registration page
• Participant’s birthday
• Participant’s age
• Rank per program registration
• Program name
• Start date
• End date: this will also include the cancellation date
• Status: 
  • Active: participant is currently enrolled and attending the program
  • Deleted: the registration for the program was deleted
  • On hold: attendance of this program is currently on hold
  • Cancelled/completed: the program was cancelled or completed
  • Transferred: the participant was transferred from this program to a different one
• Past due amount

Trials

The trials list will show you:

• Participant name: clicking on the name will redirect you to the trial registration page
• Participant’s birthday
• Participant’s age
• Trial name
• Trial cost
• Status:
  • Active: participant is currently enrolled and attending the program
  • Deleted: the registration for the trial was deleted
  • On hold: attendance of the trial is currently on hold
  • Cancelled: trial registration was cancelled
• Start date
• End date

Events

The events list will show you:

• Participant name: clicking on the name will redirect you to the event registration page
• Event name
• Registration quantity
• Event cost
• Balance due: this is the amount the buyer still has to pay towards the event
• Registration date
• Registration method
• Event start date

Each event date/option will be listed individually.

Payments

In the payments section of the participant profile, you will see all payments associated with that participant’s registrations. This includes past due payments, upcoming payments, and payment history. All three sections will show you:

• Due date: clicking on this will redirect you to the payments section of the registration page
• Payment amount: in the payment history section it will show refunds as a negative value
• Payment method
• Category: what kind of transaction it was for (programs, events, etc)
• Detail: the name or item of the transaction (program name, event name, retail item, etc)
• Other detail: the secondary name or item detail of the transaction (membership option, event date/option, retail item variant, etc)

Attendance

In the attendance section, you will see the participant’s attendance history. From the drop down above the calendar, you can view all attendances or the attendance history of a particular registration. 

On the right, you will see the total attendances for:

• Last 7 days
• Last 14 days
• Last 30 days
• Last 60 days
• Last 90 days
• Total number of attendances

You can log an attendance later by selecting “log attendance” and filling out:

• Date of the attendance
• Whether it connects to a program/trial or if it was a drop-in attendance
• Whether to log the attendance by a class registration or drop-in time
• Select the class/appointment or enter the time

Types of attendances

There are four types of attendance in our system:

• Attached to a program, log by class/appointment: 
  • Shows the class name and the program attached to the class registration.
  • Does count towards rank requirements and attendance limits (as long as there is class weight in the class setup).
  • Shows in “view all” attendances and selected registration’s attendances.
• Attached to a program, log by time:
  • Shows “attendance by time” instead of a class name and the program attached to the time logged.
  • Does count towards rank requirements and attendance limits (as long as there is a class weight in the class setup).
  • Shows in “view all” attendances and “drop in” attendances.
• Drop in, log by class/appointment:
  • Shows the class name and “drop in” instead of the program.
  • Does not count towards rank requirements or attendance limits. The only classes that can be logged as a drop in are ones that do not have program requirements to register. These attendances are not attached to programs, so they do not bare any effect on rank or attendance limits.
  • Shows in “view all” attendances and “drop in” attendances.
• Drop in, log by time:
  • Shows “attendance by time” instead of a class name and “drop in” instead of a program.
  • Does not count towards rank requirements or attendance limits. The only classes that can be logged for drop in are ones that do not have program requirements to register. These attendances are not attached to programs, so they do not bare any effect on rank or attendance limits
  • Shows in “view all” attendances and “drop in” attendances.

If the participant has already hit their attendance limits for the program, this restriction cannot be overridden from this section. Past due payments preventing attendance logs can be overridden from this section.

You can click the trash can next to any of the attendances listed in the attendance history to delete it.

Notes

The notes section will display most actions taken towards the participant such as registrations, status changes, transfers, and rank updates. You can view all notes or select a specific category of notes from the drop down, and you can add custom notes by clicking “add note.”

Scheduled holds and cancellations can be edited or deleted from this section by clicking the pencil or trash can icon next to the note.

Custom fields

You can edit any of the custom fields that you had set up in all customers > settings in this section.

FAQ

1. I need to change the status of a participant’s program/trial/event registration. Where do I go?

3. I want the participant to upload their own photo. How do they do that?