Party Information

On a participant's record, you can view who's associated with their registration — such as guests and other participants — under Party information. For example, if a person signs up to participate in a golf tournament and also registers three friends to play as a foursome, all four participants appear. For each individual or organization in the party, you can view details about their registration.

Under Name, you can view the participant's full name. Depending on how your organization displays names in web view, the full name can include the participant's first name, middle initial, and last name, as well as any titles or suffixes — such as Dr. or Jr., respectively. To open the record for a member of the party, select their name.

Note: Admins! For information about how display names in web view, see Constituent Record Settings.

Under Registrant type, you can view whether the participant is the host, a guest, or a participant who's neither a host or guest.

Note: If the person is associated with a sponsor, their registration type appears as Sponsored. In the database view, you can associate a participant with a sponsor from the Participants tab of an event record.

Under Contact summary, you can view the participant's primary email address and phone number.

Note: Sometimes a participant doesn't have an email address or phone number marked Primary because their information was added in database view. In these cases, Raiser's Edge NXT displays the oldest email address or phone number on their record.

Under Registration status, you can view whether (and when) the individual or organization registered or that registration doesn't apply. For more information, see Registration Status.

Under Party information, you can also add guests and change the registration information for any members of the group.

Participant options are fields you add to events to track custom information about participants, such as t-shirt sizes, meal preferences, and seating requests. If you set participant options for the event, you can add or edit custom information about a participant from their record or the record of any member of their party.

Under Party information, select Manage participant options from the menu next to the participant to update. Next, select the options and their values to include on the participant’s record and select Save.

Tip: Don’t see Manage participant options? Verify participant options are set for the event and that you have rights to edit participants.

For more information, see Participant Options.

  1. On a participant's record, under Party information, select Edit from the menu for the individual or organization to update.

  2. In the Participation level field, select how the individual or organization's involved in the event, such as Child Participant or Local Business Supporter.

    Note: To add a participation level, select Events settings from Events, and then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  3. In the Invitation status and Invitation date fields, indicate whether (and when) the individual or organization is invited or that an invitation doesn't apply.

  4. In the RSVP status and RSVP date fields, indicate the individual or organization's response to the event invitation and when they responded.

  5. Select Save.

To remove a guest from a registration group so they can host their own separate group, you can change a guest to a host participant. For example, if a constituent is signed up as a guest, but later decides to sign up to bring their own guests, you can change their registration status and add guests to their record.

Note: If a constituent is signed up as a guest and later uses a registration form to sign up to bring their own guests, the registration form changes their existing participant record to a named guest and creates a new host participant record for their new registration. For more information, see Guest Matching.

  1. On a participant's record, under Party information, select Change to host from the menu for the guest to update.

    Note: You can only change a guest to a host if the guest has a constituent record. If a guest is a named guest and not a constituent, you must first select Change to constituent from the participant’s menu and then select Change to host.

  2. Select the new host's name to open their record.

  3. For each person in the new host's group, select Add guest under Party information, and enter their registration details.

  4. Select Save.

Tip: For information about guests and how to add them, see Hosts and Guests.