Support / Dashboard Functions / Participant List

For Promoters / How to Use the List

• On the Dashboard home screen, you’ll see your upcoming events. In your event, tap the orange bar labeled “View Participants List.”
• You can tap “Passes on Sale” to see all of the passes that were available for purchase for that event, so you know what to look for.
  • The Passes on Sale screen shows all of the passes available for this event and the corresponding color codes, along with the pass prices.
• The Participant List view will show all of the Participants who have purchased passes for that Event Date.
• In the Participant List, you will see a box beside each name. An empty box indicates the Participant has not checked in. An orange check mark means the Participant has checked in.
  • If the Participant has been issued a refund, they will NOT appear on the List
• If you’re looking for a specific Participant, you can use the search bar at the top of the screen, or you can simply scroll down the list to find them.
• To view the Participant Details, tap the orange arrow to the right of the Participant’s name.
• The Participant Details box shows each Participant’s information and the passes they purchased.
• To check in all of the passes that the Participant purchased, tap the orange bar labeled “Check in all Passes.”
• You can also tap the blank box beside the Pass Names to check in the passes individually.
• For multi-day events, use the Date Selector to toggle between different event days and see the Participant List for each day of a multi-day event.

Key Notes

• Multi-Day Events
  • The toggle for multi-day events is important to remember or you’ll miss some of the participants
• Constraints / Troubleshooting
  • If you notice that any of the information on the Mobile Pit Pass doesn’t seem to be accurate for your event or doesn’t seem to match the Participant, always ask to check the Participant’s photo I.D. and have them sign a paper waiver.

Types of Participants / Ticket Holders

• PP/KP – Team Members
  • If you see an adult (18+) on the participant list highlighted in orange with a “Waiver Not Signed” logo, it means their pass was purchased by someone else and they haven’t been to the pass in their app to tap to sign the waiver yet.
• PP/KP – Minors
  • If you see a minor (17 & below) on the participant list highlighted in orange with a “Waiver Not Signed” logo, it means their waiver signing is NOT complete yet. For a minor to obtain a pit pass, any combination of Parent 1, Parent 2 and the Minor’s signatures may be required.
  • Clicking on the minor’s name opens a modal that has links to any part of the waiver that has NOT yet been signed. If you see a link for the minor, that means the minor’s signature is missing, same if you see a link for Parent 2. You can text the links to the appropriate parties, or they can sign on your device (this is the last resort option because then the IP address for the signature will be your device and not one of theirs).
• TH – Transferred Ticket Holders
  • If you see a Ticket Holder with a different Purchaser Name, it means the ticket was transferred to the ticket holder. If they haven’t signed up for the app yet, they won’t be able to use their tickets. You can see transfer history if you click on the name to open the ticket history.

Reports

• PDF
  • Note: For a multi-day event, the report ONLY displays the date you’re on. For example, if you pull a participant list or ticket holder list for Friday, you’ll only see passes/tickets on the report that are valid for Friday, not any Saturday-only passes. You can change the date toggle to Saturday and then will see all the passes/tickets that are valid for Saturday.
  • This report is useful for the Promoter to have as a backup if they lose internet connection when checking people in.
  • Ticket Holder’s List – This displays the total number of tickets sold and total sales at the top, and the purchaser’s name, the tickets, ticket numbers, ticket holder’s name, and ticket price in the table.
  • Participant’s List – This displays the number of participants and the total sales at the top, and the participant’s name, age, duty, promo code used, passes and the pass price in the table.
    • One important thing to note is that the PDF report will NOT show you if a participant’s waiver is unsigned

• CSV
  • This report is typically used to get contact information for the participants/ticket holders.
  • Ticket Holder’s List – This displays the total number of tickets sold at the top, and the purchaser’s name, purchaser’s mobile number, purchaser’s email address, purchaser’s zip code, the tickets, ticket numbers, ticket holder’s name, and ticket price in the table.
  • Participant’s List – This displays the participant’s name, duty, age, email, phone, address, passes, promo code used, and the pass price in the table.

Things to Keep in Mind

• Date Toggle
  • For a multi-day event, you will ONLY see participants or ticket holders that have passes/tickets for the selected day in the date toggle.
  • This INCLUDES REPORTS. So, if you pull a participant list or ticket holder list for Friday, you’ll only see passes/tickets on the report that are valid for Friday.
  • This INCLUDES SCANNING.
    • If accessed from the home screen, the scanner will scan all tickets for the first day of the event at any time before the event and including Day 1 of the event. Any other passes will read as invalid. On day 2 of the event, if you access the scanner from the home screen, only tickets valid on the second day of the event will be scannable.
    • If accessed from the Participant / Ticket Holder list, the scanner will scan all tickets for any event day you select. So if you select the first day of the event, the scanner will scan all tickets for the first day of the event. If you toggle to day 2 and then open the scanner, it will scan Day 2 tickets.
  • If you need to see total purchases and the total number of participants on a particular event, you should use the Transaction Reports instead.
• Waiver Not Signed
  • PP/KP – Team Members
    • If you see an adult (18+) on the participant list highlighted in orange with a “Waiver Not Signed” logo, it means their pass was purchased by someone else and they haven’t been to the pass in their app to tap to sign the waiver yet.
  • PP/KP – Minors
    • If you see a minor (17 & below) on the participant list highlighted in orange with a “Waiver Not Signed” logo, it means their waiver signing is NOT complete yet. For a minor to obtain a pit pass, any combination of Parent 1, Parent 2 and the Minor’s signatures may be required.
    • Clicking on the minor’s name opens a modal that has links to any part of the waiver that has NOT yet been signed. If you see a link for the minor, that means the minor’s signature is missing, same if you see a link for Parent 2. You can text the links to the appropriate parties, or they can sign on your device (this is the last resort option because then the IP address for the signature will be your device and not one of theirs).
  • The waiver not signed issue can be resolved multiple ways. The pass holders can go into their apps and complete the necessary steps to sign the waiver (minor signing links can be resent via text through the app). Minor waiver links could also be signed via the Dashboard if the necessary signers are present. If participants do NOT sign the electronic waiver, the other option is to have a paper waiver get signed on-site. They won’t be able to be checked in on the Dashboard if they do this, but it doesn’t affect payout or anything else.
  • TH – Transferred Ticket Holders
    • If you see a Ticket Holder with a different Purchaser Name, it means the ticket was transferred to the ticket holder. If they haven’t signed up for the app yet, they won’t be able to use their tickets. You can see transfer history if you click on the name to open the ticket history.
    • If someone has a text about receiving a transferred ticket but doesn’t have the app, they should be directed to sign up for the app in order to use their ticket.