Would you like to share your participants' dietary information with a tour leader or chef?
Alternatively, do you need to send a list of your clients and the rooms they have been placed in, to the hotel?
Also, would you like to quickly check whether all travelers have filled in their personal information?
If you answered yes to any of these questions, then the participant table feature is the perfect solution for you!
You can access the participant table by clicking “Participants” in your Manage Trip dashboard.
This is what the participant table will cover:
1. First name (clicking the name opens Manage Trip view with pre-searched booking in a new tab)
2. Last name
3. Buyer
4. Email (participant’s email added to the participant survey)
5. Start date
6. End date
7. Package booked
8. Resource name*
9. Resource configuration*
10. Booking note (internal note added to the booking by the organizer)
11. Participant survey questions (all questions in the participant survey for this trip, as ordered by the organizer)
We will alphabetically list participants in this table based on the buyer’s name, and if a buyer has multiple participants, we’ll list them alphabetically by the first name of each participant. Additionally, you have the option to sort the table columns by either ascending or descending order.
Please note that cancelled participants are not included in this table. You can still manage bookings and refunds in the Bookings tab.
*Resource name and configuration columns will only appear if the trip has connected resources or there are bookings with resources connected. More info here.
You can filter bookings based on the following criteria:
Start date - trip departure date (only shown for recurring trips).
Package - the list of all packages currently connected to the trip, as well as those from existing bookings, even if changes were made or if they differ from the current ones.
Resource name - the list of all resources currently connected to the trip, as well as those from existing bookings, even if changes were made or if they differ from the current ones (only shown for the trips with connected resources or bookings that have resources connected)
Resource configuration - the list of all resource configurations currently connected to the trip, as well as those from existing bookings, even if changes were made or if they differ from the current ones (only shown for the trips with connected resources or bookings that have resources connected).
Don’t worry if you select multiple filters at the same time - they won’t cancel each other out.
You can then edit the columns and select which ones to show in your table view by clicking on “Edit Columns”:
By default, the system will preselect the customer's first and last name columns (you cannot unselect them). You can rearrange the columns by dragging and dropping them in the order you prefer. You can deselect boxes to exclude the information from the table if needed. After making your edits, click Apply to save your preferences.
Please keep in mind that we won’t show the Resource name and Resource configuration columns for the trips without connected resources and with no bookings with resources.
After setting your desired filters and editing the columns, you can download a custom report by clicking on the "Export" button.
You have the option to export either selected columns or all columns from the participant table. Once you select your preferred option, the download will begin automatically.
You can now easily share these customized reports with your suppliers and team members!
Frequently asked questions:
Will my team members have access to the participant table?
Team members with access to a trip (all trips/selected trips/trips created by them) can view the participant table.
Will the information in the participant table update dynamically when customers make changes to their participant survey?
Yes - if you or your customers make any changes, the participant table will be automatically updated.
Can I update the participant information in the table or add a note?
Yes, it is possible to add a note and modify participant information directly from the participant table. To do so, use the following shortcut:
1. Click on the first name displayed in the table. This will open the Manage Trip page in a new tab.
2. Click on the three dots next to the booking and then click on Booking Details. Once you've added the note, it will appear in the participant table under the Booking Note column.
3. Scroll down and click on "Update Information" to make changes to participant survey replies.
Does this feature work on both mobile and web browsers?
Yes, this feature is fully rolled out on both mobile and web browsers.
Please contact us if you have any other questions. We will be happy to help!