Individual Participant Profiles

Complete guide to managing individual participant profiles, tracking history, and maintaining detailed participant relationships.

Individual Profile Overview

Each participant in your eParkiet system has a comprehensive profile that tracks their complete relationship with your organization across all tournaments and interactions.

Centralized Data: Individual profiles combine data from all tournaments, providing a complete view of each participant's history and preferences.

Accessing Participant Profiles

From Participants List

Go to Participants in the main navigation
Find the participant in the list
Click on the participant name or "View Details" button
Access the individual participant profile

From Tournament View

Navigate to specific tournament
Go to Participants tab
Select individual participant
View participant details in tournament context

Participant Profile Information

Personal Details

Full Name: First and last name as registered
Date of Birth: Age verification and category eligibility
Gender: Competition category requirements
Contact Information: Email and phone number
Address: Country and city information

Competition History

Previous Tournaments: List of past participations
Results: Historical competition results
Categories: Previously registered categories
Performance Statistics: Win/loss records and rankings

Current Registrations

Active Tournaments: Currently registered events
Categories Registered: Specific competition categories
Payment Status: Outstanding or completed payments
Registration Date: When participant registered

Editing Participant Information

Access Edit Mode

Open participant profile
Click "Edit Participant" button
Modify fields as needed
Save changes

Update Contact Information

Change email address
Update phone number
Modify mailing address
Update emergency contact details

Competition Details

Correct dance level classification
Update partner information
Modify category preferences
Adjust accessibility requirements

Payment Management

Payment Status Overview

Paid: Payment completed successfully
Pending: Payment initiated but not confirmed
Failed: Payment attempt unsuccessful
Refunded: Payment returned to participant

Payment Actions

Manual Payment Recording
- Mark payment as received
- Add payment notes
- Update payment method
Refund Processing
- Initiate refund through Stripe
- Partial or full refund options
- Refund reason documentation
Payment Reminders
- Send automated payment reminders
- Custom payment deadline emails
- Payment instruction emails

Communication Tools

Email Functions

Direct Email

Send individual emails to participants
Use pre-defined templates
Track email delivery and opening

Bulk Communications

Include participant in group emails
Category-specific announcements
Tournament update broadcasts

Message History

View all email communications
Track response history
Log phone call notes
Document special requests

Registration Modifications

Category Changes

Moving Between Categories

Access participant profile
Go to "Registrations" section
Select category to modify
Choose new category
Confirm change and adjust payment if needed

Adding Categories

Click "Add Category" in participant profile
Select available categories
Calculate additional fees
Process payment for new category

Removing Categories

Select category to remove
Confirm removal
Process refund if applicable
Update participant notifications

Partner Information

Update Partner Details: Change partner information
Partner Verification: Confirm partner registration
Partner Communication: Contact partner directly
Couple Registration: Manage paired registrations

Special Accommodations

Accessibility Requirements

Mobility Accommodations: Wheelchair access, special seating
Dietary Restrictions: Meal planning for events with catering
Medical Needs: Emergency contact and medical information
Language Support: Translation or interpretation needs

Documentation

Upload medical certificates
Store accessibility requirement forms
Maintain emergency contact information
Log special accommodation arrangements

Participant Notes and History

Internal Notes

Administrative Notes: Internal comments not visible to participants
Payment Notes: Payment history and issues
Behavior Notes: Competition conduct records
Performance Notes: Judge feedback and recommendations

Activity Log

Registration Activity: All registration changes
Payment Activity: Complete payment history
Communication Log: Email and phone contact history
Tournament Participation: Historical competition record

Data Privacy: All participant information is stored securely and complies with GDPR requirements. Participants can request their data or deletion through the participant portal.

Troubleshooting Common Issues

Profile Access Problems

Verify participant exists in system
Check spelling of name or email
Search by alternative contact information
Verify organization access permissions

Payment Discrepancies

Check payment method and timing
Verify Stripe transaction records
Review manual payment entries
Compare with bank statements

Registration Conflicts

Review category eligibility requirements
Check for duplicate registrations
Verify age and skill level restrictions
Confirm partner registration status

Individual Participant Profiles

On this page