Overview of the participants table

The Participants data page is where you will find the list of registered participants and the data of their registration form.

Above the table you will find 3 numbers and a list of action buttons.

Number of participants

  • Selected: the number of participants selected with the checkboxes in the table.
  • Filtered: the number of participants that correspond to your filters.
  • Total: the total number of participants in your table.

Task buttons

  • Send email: send email to your participants.
  • Name badges: generate a PDF ready to print on detachable paper.
  • Export: generate Excel reports.
  • Add: add a new participant.

Filter and sort your list

You can filter you list of participants using the dropdown menu of each column that correspond to a multiple choice question. You can also sort your list alphabetically using the icons next to certain column name.

In the example below, we quickly found who and how many were registered as graduate student coming to the Vineyard visit social activity. Note that numbers in the Filtered section above the table, dynamically updates.

Action column

The second column, Action, lists different actions you can do for each participant:

  • Delete the participant. This will irreversibly delete the participant and all of its data.
  • Edit form. Click to access/edit the registration form of this participant.
  • Edit submissions. Click to view submitted abstracts for this participant.
  • Payments: see/edit the payments of this participant. More details under the Manage payments section of support articles.

Registration status

This column shows the registration status which can have different values for a given participant:

  • Complete. The registration is complete.
  • Unpaid items. The participant has items selected in his form that have no pending or completed payment.
  • Missing required fields. The participant has required questions that are empty in his form.
  • On waitlist. This participant registered on the waitlist.
  • Pending payment. This participant has a pending payment by cheque.


If you collect payments for your event, you will see 4 additional columns:

  • Transactions. A list of all transactions showing for each: the number of articles, the total paid, the payment status and the payment method. One participant can have multiple transactions.
  • Not paid. If you add a cost to an item selected by the participant when it had no cost or if you delete a pending payment by cheque, there will be unpaid items and the participant will be highligthed in red.
  • Pending. There is a pending payment by cheque.
  • Paid: The articles paid by this participant.

In the example above, we can see Albert Einstein hasn't paid for his two social activities yet. There is a pending payment by cheque for 2 items. We can click to see the associated invoice.

Email participants

You can mass email different segments of your participants directly from Fourwaves:

  • All participants.
  • Those that correspond to certain filters.
  • Specific participants selected in the table.

Combine filters to find the right segment and refine further by selecting specific participants using the checkboxes, then click Send email.

Choose to which segment you'd like to send the email. Then write the email's subject and message.

Insert form values

You can insert variables in your message that will adapt to the participant's values. If a given variable doesn't have a value for a participant it will be replace by a hyphen '-' in the message.

In the example below, a reminder email will be sent to all research scientists showing them all the social activities for which they registered. The variables inserted will be replaced in each email by their respective value for the participant.

Generate name badges

You can generate name badges for all participants or for a subset (filter or manually select participants). Click Name badges to show the configuration menu.

Name badge options


Choose for which participant segment you want to generate name badges.


You can choose between 4 templates. Each is compatible with Avery products shown.


By default, the event banner is selected, but you can add another JPG or PNG format image. Ideally use an image that is wider than tall. The image will automatically resize to fit.


This is where you can choose up to 4 data points that will be printed on the badge. This includes the participant’s full name and any other field of the registration form: multiple choice and text responses (except paragraph text). The value that is printed for multiple choice is the Internal name.

For each information, select its style:

  • Text size
  • Alignment (left, centre, right)
  • Font
  • Decoration (bold, underline, and italic)

Click Generate badges et voilà!

Color-coded name badges

You can generate name badges with different images that have a different color code on them. This allows you to create name badges, for example for organizers. That allows participants to easily identify organizers on site.

Export to Excel

You can easily generate excel reports for a given segment and in a specific order.

Choose participant segment to export

You can export all participants or a subset (filter or manually select participants).

Sort the list in the desired order

Sort the participant list in the desired order, then click Export to show the expot menu.

Select columns

Select which columns you would like, then click Export to Excel.