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Participant Communication Experience

This article describes what participants see and receive — from their first invitation through the Event's conclusion. It is written for organizers and support staff who want to anticipate the participant experience.

For the participant-facing version of this guidance, see Stay Connected.

Before the Event

When a participant is invited to an Event, they may receive any of the following:

  • An invitation email with a call-to-action button (default text Respond or Register, or whatever the organizer customized)
  • A registration confirmation email once they complete registration — including their attendance summary, selected Activities, and (if applicable) a QR code for check-in
  • A payment receipt email for any purchases
  • Reminder emails sent by the organizer (Updates or Payment Reminders)

The invitation email is typically the first thing they see. The link inside it opens either the Webform (in a browser) or the Mobile App (if installed).

During registration

Whether the participant registers in the Webform or in the Mobile App, they:

  • See only Activities they have access to (based on Group membership)
  • Switch between Personas if multiple people share their email address
  • Complete the Attendance, Survey, Payment, and Checkout steps — some steps appear only when applicable
  • Receive an email confirmation after completing registration

During the Event

If the organizer has enabled the Messaging Center, participants with the Mobile App see a Messages tab with three surfaces:

  • Event Feed — visible to everyone in the Event
  • Rooms — visible per Activity (only the Rooms they belong to)
  • Direct Messages — private 1:1 chats

Participants can:

  • Post and reply in the Feed
  • Post and reply in Rooms they belong to
  • Initiate 1:1 chats with other participants who have Profile Visibility on
  • Receive push notifications for new messages, if the app is installed and notifications enabled

After the Event

After an Event completes:

  • The Messaging Center for that Event becomes read-only after a short window
  • Email confirmations and receipts remain in the participant's inbox
  • The Event eventually moves into the participant's Completed Events list in the Mobile App

Privacy expectations to communicate

When inviting participants, set clear expectations in your invitation copy:

  • The account email is the username for signing in
  • Profile Visibility controls whether their name and photo are visible to other attendees in the Mobile App
  • Other attendees who can see their profile can initiate 1:1 chats with them
  • Direct Messages are intended for private 1:1 communication between participants

If you make attendee directories public, note that visible attendees may receive chat requests.

Common participant questions and where to point them

Participant question Help article
How do I respond to an invitation? Register for an Event
Where do I find Messages? Stay Connected
Why am I not getting notifications? Push Notifications
How do I update my responses? Update Your Responses
How do I register another person on my account? What is a Persona?

See Also