Participants

Managing participants for an activity is the most important Bilby feature you will use. When a new booking is created you will be able to access details about the participant such as contact information or anything else you've specified on your account.

View participants

To access participants for an activity first open the activity you wish to administer. You can then find a list of participants by clicking on the participant menu item on the sidebar.

This will open a list of your participants, click on a booking to see more information, communicate with a participant or modify their booking.

Action a booking

When someone creates a new booking, sometimes it needs a review. This is especially true gathering interest for an activity and assessing suitability.

To moderate a booking, or action it, go to the participants page and select the Details button. Once on a booking you can make actions like Change status of the booking, or Modify booking.

In the more options you cna cancel the booking, edit attendance or event send a message to this user.

Mark attendance

For some groups attendance is important for club metrics and making sure they understand their user behaviour at the individual level.

If you are tracking attendance, you can do this anytime on the participants page. Simply click on the mark attendance button and click yes or no, changes are saved automatically.

Communicate with a participant

When on a participants booking, there is a timeline associated to this users booking. It tracks things like status changes, messages to the user, cancellations and more.

You can use this timeline to communicate with the participant and they too can post messages. When sending a message here, Bilby will send an email to this user.

Cancel a booking

Sometimes our plans change and bookings need to be cancelled. To cancel a booking go to the booking and use the actions to select Cancel booking. It's always a good idea to let the user know you are cancelling the booking by sending a message as well.

Modify a paid booking

When a booking has been paid for, the status is locked. You can perform certain actions though to administer the booking. You can cancel the booking and refund credit, or you can cancel the booking without credit.