Participant Management

Participant management in Yoplanning.pro allows you to efficiently manage activity registrations without requesting specific details for each participant, except the total quantity of participants. This feature is ideal for activities where the individual identity of participants is not essential for booking.

Steps to use the feature

1. Access to functionality:

   • Go to the Products section and configure your product to not ask for attendee details.

2. Reservation process:

   • When a customer books an activity, they only enter the number of participants.

   • The customer then provides their personal contact details (last name, first name, email address, etc.) at the time of purchase.

3. Participant management:

   • By default, all participants will be listed as "[buyer name - X]" in your session. This is the default name until we know the true identity of each participant.

   • You can modify this information later using the “Participant data” menu accessible via the three small dots menu at the top right of the order.

4. Collection of information after reservation:

   • Include a link in confirmation emails to allow customers to fill in the information of different participants.

   • Use the %participant_details_url% tag to insert this link in the post-activity message that will be included in the confirmation email.

Automate a reminder

1. Configure the reminder:

   • Use the “Activity reminder” message template.

   • Make sure the template contains the %post_booking_message% tag to include the link to collect attendee information.

2. Schedule the reminder:

   • In the product sheet, schedule the reminder to be sent, for example, 24 hours before the activity.

Common errors and solutions

• Unidentified Attendee: If you don't see attendee details, verify that your product setup isn't asking for this information at the time of booking.

• Link problem: Make sure the %participant_details_url% tag is correctly inserted in the online sales section of your product fields: Message post booking

• Not receiving reminders: Verify that the "Activity reminder" template is correctly configured and that the reminder is scheduled at an appropriate time before the activity.

Appendix: Why this method?

When booking an activity via Yoplanning.pro, we do not ask for detailed information from participants for the following reasons:

1. Identity of the buyer vs. participant: At this stage of the purchase, we cannot know if the buyer will participate in the activity or if they are booking for other people. It is also possible that the buyer does not participate in any of the activities.

2. Multiple activities: If the buyer books several activities, we cannot determine which activities they will participate in or not. This makes the collection of participant information imprecise and potentially erroneous at this stage.

This approach ensures better information management and provides increased flexibility for both customers and administrators. By requesting attendee details after purchase confirmation, we ensure that the information collected is accurate and relevant, improving service quality and user experience.