Assign Participants

Assign Participants

Assigning participants is the process of placing people into specific locations, roles, or resources within your program. This is where you move from tracking attendance to coordinating who goes where.

Attendance answers “Are they coming?”
Assignments answer “Where do they go?”

How Assignments Work

Assignments are built around three core elements:

• People – participants from a group
• Places – destinations such as tables, rooms, or roles
• Spots – available positions within each place

Each person is assigned to one spot within a place. :contentReference[oaicite:0]{index=0}

Before You Assign

To use assignments, your activity must include:

• A Group – the people you will assign
• A Section – the structure that defines places and spots

If these are not set, you will be guided through setup when opening the Assign tab. :contentReference[oaicite:1]{index=1}

Understanding Sections, Places, and Spots

• Section – a collection of places (e.g. Dinner Tables)
• Place – an individual unit (e.g. Table 1, Table 2)
• Spots – how many people can be assigned to each place

For example:

• Section: Dinner Tables
• Place: Table 1
• Spots: 8 seats

The Assign Screen

The Assign tab is divided into three areas:

• Activities (left) – choose which activity to manage
• Places (center) – assign people into spots
• Unassigned People (right) – participants not yet placed

Unassigned people are grouped by status such as attending, waitlisted, or not attending. :contentReference[oaicite:2]{index=2}

Assign People to Places

To assign participants:

• Drag and drop a person into a place
• Or use the actions menu to move them to a place
• You can select multiple people at once for faster assignment

Assignments can be adjusted at any time.

Use Filters to Focus Your Work

Filters allow you to narrow down the list of people you are assigning.

• Filter by custom fields such as role or location
• Create filter sets to combine multiple conditions

This helps you assign the right people efficiently. :contentReference[oaicite:3]{index=3}

Use Data to Guide Assignments

You can display additional information to help make assignment decisions:

• Custom fields (e.g. role, neighborhood)
• Question responses (e.g. meal preference)
• Attendance status

This allows you to make informed placement decisions. :contentReference[oaicite:4]{index=4}

Assignments and Capacity

Assignments work together with attendance limits and waitlists:

• Available spots reflect activity capacity
• Waitlisted participants appear separately
• Participants can be moved into assignments as spots open

Waitlist movement can be automatic or manual, depending on your settings. :contentReference[oaicite:5]{index=5}

View Assignments in Track

Assignments are also visible in the Track section:

• See each participant’s assigned place
• View assignments by place or by person
• Export assignment data for reporting

You can also assign people directly from Track using multi-select actions. :contentReference[oaicite:6]{index=6}

Tips for Using Assignments

• Set up your sections and spots before assigning
• Use filters to work with specific groups
• Leverage question responses to guide placement
• Review assignments regularly as responses change

What to Do Next

• Send Assignment Emails
• Track Responses
• Manage Activities