Participants
Who is coming: places, contact details, optional Accounts, replacement, and the two ways to reach a credential
A Participant is one person, or one still-empty place, inside a Registration. It holds the name, email, phone, personal answers, an optional Account link, and one admission credential. This page explains how a place becomes a person, how a buyer differs from an attendee, and what happens when someone is replaced.
Lives in
Exactly one Registration
Statuses
Active or removed
Removed people keep their history
Account
Optional
A Participant is not a global identity
Credential
One per Participant
Issued only after confirmation and form completion
Access
Personal link or Account claim
Editable until
The form is submitted
After that, a correction is a replacement
A person or a place
An individual Registration has exactly one current Participant. That Participant exists from the moment the draft is created, even when the buyer has not typed a name yet.
A team Registration has as many places as the team size. A place can be unnamed and incomplete while the team is being filled. At checkout, an unnamed place can still hold a seat; it just cannot pass a gate that needs the person's details.
A Participant is not an Account, and an Account is not a Participant. One person can hold Participants in several Registrations, subject to the Event's limit. A Participant can have no Account at all and still attend.
The buyer is not the attendee
Paying creates the claim, not the attendee. Nothing in checkout enrols the buyer as a Participant, and matching an email address never claims a place for someone.
A buyer can fill the first details for everyone, or leave places for their guests to complete through a personal link. If an Account profile already has a name or phone, checkout can offer it as a starting value. It never overwrites an answer that was already submitted.
What a Participant holds
| Field | Notes |
|---|---|
| Name | Up to 160 characters |
| Up to 254 characters, validated when present | |
| Phone | Up to 32 characters |
| Personal answers | Sealed against one form version |
| Account | Empty until claimed or issued |
| QR version | Starts at 1; changes on claim or removal |
Removal does not delete the row. The Participant becomes removed, with a time, the actor, and a reason, so attendance history and audit stay intact.
Replacing a person
Replacing is a remove plus a create, not an edit. The old Participant is marked removed, and a new Participant is created with the new details. The reason is required.
- The old person's CheckIns stay with the old person.
- The new person starts with no attendance.
- A Participant who has already been admitted cannot be replaced without an explicit conflict.
- A buyer is blocked by a reached roster lock; an organizer can override it, and the override is recorded.
- If the Registration already had a decision, a new approval round opens so the old approval does not silently cover a different person.
This is why a check-in report credits the person who actually arrived, never the replacement.
Two ways to reach a credential
Every Participant gets a credential once the entry is confirmed. How they reach it depends on whether they have an Account.
Personal link
- The buyer receives a link per Participant after confirmation.
- Opening it shows the current details, the personal form where still open, and the QR.
- It cannot manage the Order or the roster.
- It only exists while the Participant is unclaimed.
- The link is versioned; a claim or removal makes the old link useless.
Account claim
- The Participant attaches to a signed-in Account.
- Claiming turns the personal link off and bumps both the link and QR versions.
- It never rewrites answers that were already submitted.
- The buyer keeps the Order and roster actions, but cannot regenerate guest access afterwards.
- The claim respects the Event rule that limits live Registrations per Account.
A personal link is a bearer URL, not the QR value. Opening it renders the Participant's current credential on the page.
When the QR appears
The personal page shows a QR only when all three are true:
- The Registration is confirmed.
- The Participant's personal form is submitted.
- The Participant has a name.
Before that, the page can still show the place and the outstanding steps, but not a scannable code. This stops a half-finished guest place from arriving at the door with a working pass.
Contact details are not shared with the buyer
If a Participant is linked to a different Account, the buyer sees the person's name but not their private email, phone, or answers. An organizer with registration read access sees the full roster.
Removing a place
An organizer can remove an active Participant, with a reason. The action is blocked once that person has a CheckIn, because deleting an arrival would rewrite the door record.
Removing a place is not the same as cancelling the Registration. Removal frees the person's place inside the team; cancellation ends the whole entry and every place in it.
What is not available
- There is no merge of two Participants. Two places stay two places.
- There is no separate guest profile that survives across Events.
- There is no self-serve way for a claimed Participant to hand the place to someone else. That is an organizer transfer.
Related
- Registrations — the entry that owns the places
- Credentials — how the QR is built and rotated
- Approvals — why a replacement reopens review
- Members — who may remove or transfer