Assigning Event Participants and Default Contacts

Registrations by anonymous users (those who don’t login before signing up for an event) are sometimes initially matched to the Default Contact record rather than the record of an actual Participant. The Assign Participant Tool allows you to quickly review and assign these registrations to an appropriate Participant record.

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To assign a “Default Contact” to a valid participant record in Ministry Platform, you will use the **Assign Participant Tool to find the match to an existing participant record OR **create a new participant record.

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  1.   From the EVENTS page, search for the Event you want to manage.

TIP: Change the search filter drop-down list to *Current and Future Events from All Records to ignore past events.
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  1.    Click on the Event you want to manage to open the record then choose the Assign Participant from the Tools menu on the right-hand side.

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NOTE: For Kids GiG, you will need to go to the attendee registration page, not the GiG specific pages.

  1.    The Assign Participant window opens and displays the Default Contact on the left and the Possible Matches on the right:

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If the Possible Match appears in the list, click the ASSIGN button next to the correct participant to make your match.  For minor registrations, i.e. KidsGiG, make sure you ASSIGN the default contact to the child.

If no match appears, click the CREATE NEW PARTICIPANT button and click SAVE to add the new record.

If the match has different phone, email or address information from the “Default Contact,” you’ll need to manually update the contact record either before or after you “assign” the match. The “assign” process does not update the participant details from the “Default Contact” record. It is helpful to have the Add/Edit Family tool open at the same time to update contact info.

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  1.    Repeat the find-and-match process until all “Default Contacts” have been assigned.

TIP: All “Default Contacts” appear in the Event Participant drop-down list in the Assign Participant window.  You may view other “Default Contacts” by selecting from the list:
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