Managing Participants

The Participants tab on the session editor lets you view and manage everyone registered for a session.

Participant Roster

Participants are grouped by role:

1. Host — The session moderator (max 1)
2. Presenters — Sorted by presentation order
3. Interviewer — The designated question-asker (max 1 if enabled)
4. Guests — Attendees watching and participating in discussion

Each row shows the participant's name (or email if no name is set), their role, status, and talk title (for presenters).

Changing Roles

Use the role dropdown on any participant to change their role:

• Host, Presenter, Interviewer, or Guest

When you change someone's role:

• A Role Changed notification email is sent to the participant.
• If changing to Presenter, a presentation order is automatically assigned.
• The session status may update (e.g., if moving someone out of a host slot, the session may no longer be "Full").
• The Google Calendar event is updated.

Changing Status

Use the status dropdown to update a participant's status:

Status	Meaning
Registered	Initial state after signing up
Confirmed	Explicitly confirmed by admin
Attended	Marked as having attended the session
No Show	Did not attend
Cancelled	Registration cancelled

TIP

Status changes are for your record-keeping. No automatic emails are sent when you change a participant's status through the dropdown.

Reordering Presenters

Presenters speak in a set order. To reorder them:

1. Find the presenter in the Presenters group.
2. Use the up/down buttons to move them in the list.
3. The new order is saved immediately and synced to Google Calendar.

Editing Talk Details

For presenters, you can view and manage their:

• Talk title — What they plan to present
• Talk description — Additional details about their topic

Removing a Participant

1. Click the remove button on the participant's row.
2. Confirm the removal.

When you remove a participant:

• A Registration Cancelled email is sent to them.
• Their participant record is permanently deleted.
• The session status may update (e.g., "Full" → "Open" if a slot opens).
• The Google Calendar event is updated.

WARNING

Removing a participant cannot be undone. They would need to re-register for the session.

Related

• Managing sessions
• Roles reference