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Participant Management

Participants (students or guests) can be added to a trip individually or in bulk. This section explains both workflows and the additional actions available once the roster is built.

Adding a Single Participant

  1. Open the relevant trip page.
  2. Click Add Participant.
  3. In the Search box type the student's name or e-mail to check if they already exist. • If a match appears, click Add next to the student – their ticket is created immediately. • If there is no match, fill in the Student ID, Name and Email fields and click Save.
  4. A success banner confirms the ticket creation and (if the user profile is complete) an e-mail with the QR ticket is sent automatically.

What if the student later updates their details?

The next time they log in they can edit phone number and emergency contact themselves – no action required from admins.

Importing Participants from a Spreadsheet

Bulk import is the fastest way to create tickets when you have a list provided by the SU shop or an external booking system.

  1. Prepare an .xlsx file with exactly two columns (no headers required):
Column A Column B
Student ID Name
  1. On the trip page click Import Participants and choose the file.
  2. The system will:
  3. Create missing user profiles.
  4. Add one attendance record per spreadsheet row (duplicates in the spreadsheet result in multiple tickets).
  5. Queue e-mail tickets for users whose profile is complete.

Viewing & Editing Participant Details

  • From the trip page click on a participant's View link to open their profile.
  • The profile shows: basic details, list of trips, and transfer history.
  • You can Remove from Trip or Delete User entirely (rarely needed).

Note: Removing a user from a trip does not delete their account; it only cancels the ticket.

Manual Sign-In

In exceptional circumstances (e.g. lost QR code) you can mark a participant as present without scanning:

  1. Open the trip page.
  2. In the participants table click the Sign In button next to the relevant row.
  3. Choose Morning or Afternoon.

Manual sign-ins are timestamped and appear in exports like regular scans.

Exporting the Roster

See Trip Management → Export Participants for SU – the file contains both personal details and attendance status.