Participant Management

Comprehensive guide to managing participants across your organization's tournaments and maintaining participant relationships.

Participant Management Overview

eParkiet provides two levels of participant management:

• Tournament-specific participant management within individual tournaments
• Organization-wide participant database for cross-tournament tracking and relationship management

Organization-Wide Participant Management

Global Participant Database

Access the complete participant database via Participants in the main navigation.

Features:

• Comprehensive Participant Profiles - Complete history across all tournaments
• Cross-Tournament Tracking - See participation patterns and preferences
• Communication Management - Centralized communication history
• Registration Analytics - Participant behavior and engagement metrics

Participant Search and Filtering

Advanced Search Capabilities:

• Search by name, email, or phone number
• Filter by tournament participation
• Filter by registration date ranges
• Filter by payment status across tournaments
• Filter by participation frequency

Search Examples:

Name: "Smith" - Find all participants with Smith in name
Email: "@gmail.com" - Find all Gmail users
Phone: "+48" - Find all Polish phone numbers
Tournament: "Spring Championship 2024" - Find participants in specific event
Status: "Paid" - Find participants with completed payments

Individual Participant Profiles

Complete Participant Information:

• Personal Details - Name, contact information, demographics
• Tournament History - Complete participation record
• Payment History - All transactions and payment methods used
• Communication Log - Email correspondence and interactions
• Document Management - Stored certificates, photos, or other files
• Registration Preferences - Preferred categories, payment methods, etc.

Profile Management:

• Edit participant information
• Add notes and comments
• Track special requirements or preferences
• Manage communication preferences
• Update emergency contacts

Tournament-Specific Participant Management

Accessing Tournament Participants

Navigate to specific tournament participant management:

1. Go to Tournaments in main navigation
2. Select your tournament
3. Click Participants tab

Available Information:

• All registered participants for that tournament
• Registration status and payment verification
• Category assignments and ticket types
• Check-in status and attendance tracking
• Tournament-specific communication

Registration Status Management

Advanced Participant Operations

Bulk Operations

Mass Data Management:

• Bulk Export - Export participant data to CSV, Excel, or PDF
• Bulk Email - Send communications to selected groups
• Bulk Status Updates - Change registration status for multiple participants
• Bulk Refunds - Process multiple refunds simultaneously

Export Capabilities:

• Complete participant lists with contact information
• Registration and payment status reports
• Category participation breakdowns
• Historical participation data
• Custom data selections

Data Import and Integration

Registration Import:

• Import participant data from external systems
• Bulk registration processing
• Data validation and error handling
• Duplicate participant detection

Integration Features:

• Integration with dance organization databases
• Connection to national dance federation systems
• Social media integration for participant outreach
• Third-party payment processor integration

Participant Analytics and Insights

Participation Patterns

Behavioral Analytics:

• Registration timing patterns (early vs. late registration)
• Category preferences and trends
• Payment method preferences
• Geographic distribution analysis
• Return participant identification

Engagement Metrics:

• Tournament attendance rates
• Registration completion rates
• Email open and click-through rates
• Social media engagement
• Referral tracking

Revenue Analysis

Participant Revenue Tracking:

• Lifetime value per participant
• Average registration value
• Revenue by participant segment
• Payment method cost analysis
• Refund and cancellation impact

Predictive Analytics:

• Participant retention predictions
• Revenue forecasting based on historical data
• Optimal pricing strategy insights
• Capacity planning recommendations

Communication and Marketing

Participant Segmentation

Segmentation Criteria:

• Participation frequency (new, returning, frequent)
• Category preferences (Standard, Latin, 10-Dance)
• Skill levels (beginner, intermediate, advanced)
• Geographic location
• Age demographics
• Spending patterns

Targeted Communication:

• Personalized tournament recommendations
• Category-specific marketing campaigns
• Early bird discount notifications for preferred participants
• Win-back campaigns for inactive participants

Email Marketing Integration

Campaign Management:

• Tournament announcement campaigns
• Registration reminder sequences
• Post-tournament follow-up campaigns
• Seasonal marketing campaigns

Automation Features:

• Welcome series for new participants
• Birthday and anniversary recognition
• Achievement celebrations and certificates
• Feedback request automation

Data Management and Privacy

Data Protection

GDPR Compliance:

• Participant consent management
• Right to data access and correction
• Right to data deletion ("right to be forgotten")
• Data portability options
• Privacy policy enforcement

Data Security:

• Encrypted data storage and transmission
• Access control and audit logging
• Regular security updates and monitoring
• Backup and disaster recovery procedures

Data Quality Management

Data Accuracy:

• Duplicate participant detection and merging
• Data validation and verification
• Regular data cleanup processes
• Participant self-service data updates

Data Enrichment:

• Social media profile integration
• Competition history enhancement
• Achievement and award tracking
• Photo and media management

Mobile Participant Management

Mobile-Optimized Interface

Mobile Features:

• Responsive design for all devices
• Touch-friendly participant search
• Mobile check-in capabilities
• Real-time participant communication

Offline Capabilities:

• Offline participant lists for events with poor connectivity
• Offline check-in with sync capabilities
• Emergency contact access without internet
• Backup participant data storage