Participant Registration

Introduction

The Event Management System (E-Desk) streamlines participant management across multiple events. This document explains how participants are created, how event participation is handled, and how approvals and registration are managed.

Participants and Event Participants

• Participant: Represents a user in the system. A participant can register for multiple events.
• Event Participant: Links a participant to a specific event.

When a new participant is created for an event:

1. A User record is created in the system.
2. A Participant record is generated.
3. An Event Participant record is linked to the selected event.
4. A User Permission is created for the Confer, and the Participant role is assigned to the user.

Approval of Event Participants

• The Status field in the Event Participant document controls participation:
  • Open: Default state after creation.
  • Declined: Declined status
  • Approved: Grants access to the registration desk.

Registration Desk

• Only Approved Event Participants are visible in the Registration Desk.
• At the Registration Desk, staff can:
  • Register the participant for the event.

Data Import Guidelines

The system supports Data Import for participants with the following rules:

• New Participants

  • Participants not yet registered in the system can be added in bulk via the Data Import Tool in the Participant doctype or individually by clicking the Register as New User button on the home page and submitting the form.
  • The system will create associated User, Participant, Event Participant, and User Permission records.

• Existing Users

  • Do not use Data Import.
  • Existing users should be added to events through the "Existing User" button available on the Home Page.

Workflow Summary

1. New Participant via Data Import → Creates User, Participant, Event Participant, and User Permission.
2. Existing User via Home Page → Added through Existing User button.
3. Approval → Event Participant status set to Approved.
4. Registration Desk → Approved participants are listed for event registration.