In the image above, one of the aforementioned lists can be seen: ‘Past events’ list. Every list follows the same structure. This one is going to be used as an example in order to explain how it works.

In the top left corner of the interface, you can see a summary including the total amount of events of the selected block. In most cases, a short classification based on the type of registration or evaluation /certification can also be found right under.

In the top right corner, there is a legend indicating the meaning of the possible available options for each event. Those are called ‘quick actions’:

• List of participation requests: Provides the list of the people registered in the event. It is possible to accept, reject or delete event users.
• Export list of participation requests: Downloads event registration applications in Excel format.
• Export accepted participants: Exports approved registration applications in Excel format.
• Enrol participants in Moodle: Allow the check the Moodle enrolments in two ways:
  • Downloads the information of those accepted event participants in Moodle format in order to transfer that information to the Moodle platform.
  • Allow to select users uploaded and perform the enrolment action directly without the need of access the Moodle platform.

    NOTE: For this case you need to have both EMS and Moodle events connected.

• Confirm payment: Provides the payment list of accepted applications or provisionally accepted applications and pending to be paid. This list will help you in payment management.
• Upload participants: Uploads massively participants’ applications using an Excel template.
• Send mass mail: Delivers mass mailing to every event participant.
• Add certificate data: Provides a list containing information about event participation and issued completion and participation certificates.
• Add evaluation data: Provides and edits the information regarding the event evaluation done by the users.
• Add custom number of participants: Indicates the number of participants of an event, including the possibility of distinguishing between men and women. This option only appears in events without participation applications.
• Multiple purchases: Provides the multiple purchase list.

‘Public – by registration’ events type

You can see a list containing all the users that have applied for an event registration. This list includes the following information: registration date and time, name, nationality, organizational affiliation, registration status and payment status.

Selecting the required participants, the registration status can be modified using the two ‘Cancel’ and ‘Delete’ buttons shown on the list.

• Cancel: the registration application is cancelled then it appears as Cancelled.
• Delete: the registration application is deleted then it appears as Delete. The applications with this status are not visible in the lists and they are not taken into account for the statistics.

NOTE: Users with Cancelled or Deleted applications can apply for a new event registration. The rest of statuses do not allow the user to make a new application.

‘By application & selection’ events type:

In this case, the information provided is exactly the same as the information already provided for the previous case. However, here you will find more options to modify the registration status. Apart from the two aforementioned options, now the ‘Accept’ and ‘Reject’ options are also available since this type of events require the participation approval by a manager.

• Accept: the registration application is accepted.
  • If the event has not a cost the status appears as Accepted
  • If the event has a cost the status appears as Payment pending
• Reject: the registration application is rejected by a manager. The status will appear as Application rejected.

Next, the difference between the various registration statuses is explained:

• Selection pending: refers to registration applications pending to be approved by an event manager. This status is allocated automatically to every By application & selection event type after sending the survey provided when clicking on the button ‘Apply here’ from the record of this type of events.
• Accepted: refers to approved and paid registration applications. Applications with this type of status are considered participation applications.
• Application rejected: refers to registration applications rejected by an event manager. This status is only applicable to By application & selection events type, after selecting the Reject option from this registration form.
• Payment pending: refers to approved and pending to be paid registration applications. This status is allocated automatically to all the events with an associated cost and pending to be paid. In the case of By application & selection events type, they appear with this status once the registration is approved by the manager.
• Cancelled: refers to cancelled registration applications by an event manager. Normally, those cancellations are applied by the participant. In case of those events with an associated cost, the registrations appear with this status automatically once the associated registration order payment is rejected by a manager where applicable.
• Delete: refers to registration applications deleted by an event manager. These applications neither are observed in the registration or participation lists, nor taken into account in the statistics from the statsearch.

NOTE: Users with Cancelled or Delete status applications can make a new registration application of the event. The rest of statuses do not allow the user making a new application.

Enrol participants in Moodle

Clicking on this icon, you can access a page to download an CSV file in Moodle format including the event participants’ information referring to all those users appearing with approved status on their registration application. Or, if the event is connected to Moodle, directly enrol students in Moodle without the need of export / import a file.

Confirm payment

Using this function, it is possible to access to all the event registration applications appearing with the pending to be paid or approved status.

Besides, in the Payment status box a series of actions regarding the listed registration applications are available.

For each registration application, you can find the application associated details (date and registration time, full name, nationality) and the application order associated details (payment method, payment status and invoice number). Besides, you can also see an Offer Fee Reduction column. Here, you can see if a price discount is likely to be offered (button opening a popup where the discount can be added) or it has already been offered to the registration application.

Selecting the required participants, the payment status can be modified using the buttons located on the list: ‘Confirm’ and ‘Reject’.

• Confirm: the manager can confirm the associated order payment. In this case, the payment status appears as Completed and the registration status as Accepted.
• Reject: the manager can reject the associated order payment. In this case, the payment status appears as Canceled and the registration status as Canceled.
  • It will only be possible to reject those payments appearing with the ‘Pending’ status. In case, they appear as ‘Completed’, the ‘Reject’ option is not available.
• Transfer user event: the manager can transfer one or more users from the current event to another event.There are two cases where the manager can do this action:

  The transferred participants will be set as participated to the new event and will be removed from the old event. But the orders will not be modified, instead a  comment will be added to the order with the change information.

  • When the manager needs to transfer all participants from an event that cannot be celebrated on specific dates to a new event created on other dates.
    • First, the manager selects all the participants.
    • Then, the manager must select a new event in an autocomplete field.
    • Finally, a confirm step is the last step.
    • And once all the participants are transferred, the manager can cancel the old event.
  • When the manager needs to transfer one or more participants to another event of the same type and price. For example, when a participant purchased an event by mistake and wants to switch to another event.
    • First, the manager selects one or more participants.
    • Then, the manager must select a new event. It has to be an event of the same type and price.
    • And finally, a step where the manager must confirm the changes.
    • Note that the two events have to be of the same type and price.
• Offer fee reduction: the manager can reduce the event cost in the registration application. Clicking on this button, a pop-up window opens:
  • The programme manager has secured funds to off-set the reduction/waiver in fees and can provide justification id required: this field is selected for informational purposes for managers.
  • 100% Fee Reduction: if this option is selected, a total reduction of the event cost is being offered. In this case, the event cost appears as 0$. Saving this reduction, the payment method appears as Free order and the registration status appears as Accepted.
  • New Fee: it allows indicating a new price for the event. In this case, the event cost shall be lower than the original and it shall be the price that a participant would have to pay.
  • Notify the participant: by selecting this option, an email will be sent automatically to the participant informing about this reduction.

Please note that discounts can only be offered to those participants whose payments appear with the status ‘Pending’.