Attach Participants to Events and Manage Status

Add known participants to an event and move them through Applied, Approved, Confirmed, Rejected, or Withdrawn.

Article guidance

A directory participant becomes part of a specific event when they are attached to that event. From that point, the event participant record can hold event-specific status, selected dates, payments, invoices, compliance, portal link, logistics, notes, pitch details, and check-in information.

Ways participants join an event

Staff add a participant manually from the event participant list.
An applicant submits an event application form.
A recurring applicant joins selected occurrences in a series.
A prospect application is approved into the directory and later attached to an event.
A returning participant is invited or added from the directory.

Status meanings

Applied: the person has applied and needs review.
Approved: the organiser has accepted them in principle and the portal can show more event detail.
Confirmed: the place is locked in for operations, QR check-in, plans, and reports.
Rejected: the application is not going ahead.
Withdrawn: the participant is no longer taking part.

Before confirming

Check participant type, selected dates, and application answers.
Check payment status and outstanding balance.
Check required documents and expiry dates.
Check any notes, flags, pitch details, vehicles, or logistics requirements.