V2: Event Participant Contacts

Learn how to manage event participant contacts with custom views, filters, and tracking tools in V2.

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin: Full access

• Manager: Full access

• Staff: No access

MyStudio plan restrictions:

• Starter: no access to in-app messaging

• Filter limits

  • Starter: save 3 filters

  • Growth: save 10 filters

  • Scale: save 20 filters

  • Legacy basic: save 3 filters

  • Legacy premium and white label: save 10 filters

 

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Contacts general overview

What is the contacts section used for?

The contacts section lets you manage three types of people:

• Customers – Paying adults responsible for memberships

• Leads – Interested prospects who haven’t signed up for a trial or membership yet

• Participants – Anyone enrolled in a trial, event, or membership

You can customize columns, filter views, and adjust how many entries appear per page in all sections.

 

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What is an event participant?

An event participant is a customer who is registered for one of your events.

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Event participants table

Access event participants table in V2

To access the event participants table in V2: 

1. Login to V2.

2. Go to contacts > participants.

3. Make sure you’re in the “events” tabs at the top of the page.

 

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Customizing the event participants table

You can customize the event participants table by:

• Required columns that cannot be unpinned from the table:

  • Participant

• Toggle columns on/off, reorder them, or pin them to stay visible. Available columns include:

  • Event / Category

  • Registration date, registration method

  • Email

  • Birthday, age

  • Cancellation date

  • Quantity

  • Total cost

  • Total paid

  • Balance due

  • Cancelled future payments

  • Refunded

  • Paid marketing ID

  • Level/rank

  • Primary customer

• Page size: Show 5, 10, 20, or 50 entries.

• Search: Use name or contact info to find event members more quickly.

 

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Event participants communication

Send an email or mobile message to event participants by:

1. Going to contacts > participants.
2. Accessing the events subcategory from the top.
3. Check the box next to the desired event participants.
4. Click either email or mobile message above the table.
5. Compose and send your message.
   
   

 

 

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What is paid marketing id?

Our scale plan members have access to connect their Google Ad and Facebook Pixel marketing ids. This column tracks which specific ad or marketing campaign brought someone in. It is useful for evaluating paid advertising efforts.

 

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Editing event registration

To edit an event registration, including status changes, payment edits, and more, you will need to do so from V1 for now.

1. Login to V1.

2. Go to all customers > event participants.

3. Click on the name of the participant.

4. Make edits to the registration.

 

 

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Filters

You can filter the trial participants table by:

• Event type

• Events

• Status

• Levels/ranks

• Ages

• Program registration

• Birthday

• Sources

 

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Benefit of filters

• Opportunities to sell memberships.

• Where to put marketing funds for sources that get more event sales.

• Communications with specific events.

Less guessing. More action. All your most important lists, ready when you need them.

 

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Saving a filter 

To save a filter for event participants:

1. In V2, go to contacts > participants.

2. Access the events subcategory from the top.

3. Click the “more filters” button above the table.

4. Select the desired filters.

5. Click “save new filter.”

6. Name the filter and select whether you want to “email report for this filter.”

 

Once saved, the filter will automatically create a pin above the table for easy access. If you save more than three filters, the third pin will be replaced automatically with the newly saved filter, but these can be changed out easily.

 

 

 

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Editing a filter

To update saved filters with different or new filter options:

1. In V2, go to contacts > participants.

2. Access the events subcategory from the top.

3. Click on the pinned saved filter.

4. Open the filter options from the “more filters” button.

5. Edit the existing applied filters or add additional filters.

6. Click “update filter.”

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Changing pinned filters above the table

The system only allows 3 pins above the tables to appear at a time, but if your MyStudio plan allows you to save more than 3 filters across the customer tables, you can easily switch out which ones show:

• Click the “x” on the tab to remove it from the view.

• Click the “+” button to select which filter gets pinned.

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Why only 3 pinned filters?

We have limited saved pinned filters to 3 in order to allow seamless flow across devices including mobile views.

 

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Sending filter reports

When saving a filter, you will be prompted to select whether to send the filter as a report. If you turn this on, you will also be asked:

• Report frequency: select how often to send the report

  • Minimum: once a week

  • Maximum: once a year (12 months)

• Which staff gets the report

 

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Editing filter reports

To turn the reports on/off:

1. In V2, go to contacts > participants.

2. Access the events subcategory at the top.

3. Click “manage filters” above the table on the right.

4. Turn the “email report” toggle on/off to pause or activate any existing saved filters.

 

To edit the report frequency or recipients:

1. In V2, go to contacts > participants.

2. Access the events subcategory at the top.

3. Click “manage filters” above the table on the right.

4. Click the three dots next to the filter.

5. Select “edit email frequency.” 

 

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Common filters

How to filter event statuses

To filter event participant statuses:

1. In V2, go to contacts > participants.

2. Access the events subcategory at the top.

3. Click “more filters” above the table

4. Click the “status” filter drop down.

5. Select the desired status.

 

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How to filter by specific events

To filter by specific events:

1. In V2, go to contacts > participants.

2. Access the events subcategory at the top.

3. Click the events filter above the table.

4. Select the desired event.

 

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See past events

To see a list of past events’ participants:

1. In V2, go to contacts > participants.

2. Access the events subcategory at the top.

3. Click the “events (live)” drop down above the table.

4. Choose “events (past)” from the list.

 

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