Purpose Statement

This article explains how to manage participants within an event in the Events & Activities module. Participants can be directly assigned to an event, or the event can be configured as sign-up eligible so personnel can request to participate.

Background Information

The Participants section of an event provides two methods for adding personnel:

• Assigned Participants: Personnel are directly added to the event.
• Sign-Up Eligible: Personnel can request to join the event from the calendar.

When assigning participants, the available personnel list can be searched or filtered to help locate the appropriate users. Sign-up requests can then be reviewed and either accepted or denied.

Required Permissions

Users must have access to the Events & Activities module and the applicable event management functionality.

The provided training content does not identify a specific named permission required to manage event participants. If a user cannot add, remove, or manage participants, an agency administrator should review the user's assigned role and permissions.

Video

Step-by-Step Guide

1. Open the Event

Navigate to the Events & Activities module.

Add a new event or open the event you want to manage.

Navigate to the Participants section of the event.



 

2. Add Assigned Participants

From the Participants section, select Add.

A list of available personnel appears.

Use the available tools to locate the personnel you want to assign. You can search the personnel list or filter it by:

• Shift
• Station
• Rank
• Qualifier
• Group
• Unit

You can also use the roster-based option shown in the participant selection window to locate personnel assigned to an apparatus.





 

3. Select Personnel

If using the apparatus option, select the apparatus you want to pull personnel from.

The personnel associated with that apparatus are displayed.

Select individual personnel or use the option to select all applicable personnel.

Select Add Participants.

The selected personnel are added to the Assigned Participants list.



 

4. Manage Assigned Participants

Review the personnel in the Assigned Participants list.

From this list, you can:

• Add additional participants.
• Delete an individual participant.
• Bulk delete multiple participants.

Verify your selections before removing participants from the event.

5. Make the Event Sign-Up Eligible

Enable the Sign-Up Eligible option when you want personnel to be able to request participation instead of only being directly assigned.

When enabled, a sign-up option is made available with the event on the calendar.

Personnel can then submit a request to join the event.



 

6. Review Sign-Up Requests

Return to the event's participant information to review personnel who have requested to join.

Sign-up requests can be accepted or denied.

If a request is accepted, the individual is added to the event.



 

Best Practices

• Use filters when working with a large personnel list to quickly locate the appropriate participants.
• Use the apparatus-based personnel selection when you need to add personnel associated with a particular apparatus.
• Directly assign personnel when their attendance is required.
• Use Sign-Up Eligible when personnel should be allowed to request participation.
• Review sign-up requests promptly so personnel know whether they have been accepted.
• Verify selected personnel before using bulk delete to avoid unintentionally removing participants.

Troubleshooting & FAQs

What are the two ways participants can be added to an event?

Personnel can be directly assigned to the event, or the event can be made sign-up eligible so personnel can request to participate.

How can I find specific personnel when assigning participants?

Use the search functionality or filter the personnel list by Shift, Station, Rank, Qualifier, Group, or Unit. The participant selection workflow also provides an option for locating personnel by apparatus.

Can I add everyone associated with an apparatus?

Yes. Select the applicable apparatus to display its personnel, then select all personnel or only the individuals you want to add.

Can I remove multiple assigned participants at once?

Yes. The participant list provides an option to bulk delete selected personnel.

What happens when I make an event sign-up eligible?

A sign-up option becomes available for the event on the calendar, allowing personnel to request to join the event.

Are personnel automatically added to an event when they request to sign up?

No. As shown in this workflow, the request must be accepted or denied. An accepted participant is then added to the event.