In this article, we explain how to add participants and record their presence in case of facilitation or co-facilitation.

Add participants

After creating a session, you can add participants before, during, and after your session using the button Add participants.

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“Add participants” button

Add before session

If you want your participants to register before the beginning of the session, you can either share the link of the session or share the invite by email.

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Add participants before your session

Share session link

• You can share the URL link of the session. Once participants click on this link, they can register by providing their personal information (E-mail - First name - Name - Country).

Invite by email

• You can also provide information directly, and use participant's emails for the invite. In this case, the participants receive an email with a link where they can register by providing their personal information (Email - First name - Name - Country).

• You can also invite a large number of participants by importing a CSV file.

Add during session

To add participants during the session, you can share a QR Code.

• Once the QR code is scanned, participants will arrive at a registration page where they will have to provide their personal information (E-mail - First name - Name - Country).

• They will be automatically considered as present and will be automatically added to your counter and to the general counter.

Add after session

Add participants after the session

If you wish to add a new participant, you can then use the button "Add". Participants created will be anonymous.

• When you add anonymous participants, they will be automatically considered as present and automatically added to the general counter and to your personal counter.

• By default, the “Add” button creates participants without information. You can add information (E-mail - First name - Name - Country) by selecting this anonymous participation and clicking “To modify”.

Record participants' attendance during the workshop

• During the session, each facilitator signs off the participants from their table(s).

  • When you sign in, the participants are automatically added to the general counter and the facilitator counter.

• Present : List of people who have been registered as present.

  • In “My participants”: people I have personally registered

  • In “All”: all registered people

• Copy emails : To copy the emails of the present participants, according to the signing in carried out. Only the organiser can copy the emails of all the participants.

Add a registered participants

• “Add” icon : To add participants who aren’t on the registration list to your session

Add anonymous participants

The “New” button will create anonymous participants by default. You can nevertheless provide the Information of your participants (name, mail adress, etc.) by selecting Anonymous participation and clicking on “Modify”

Cancel a participation

• “Remove” icon : To remove a participant you added from the attendance list

Case of co-facilitation

Simply select a person with whom to co-facilitate from the list of facilitators, and click on the “Co-facilitate” button.

The registered participants are then counted for the 2 facilitators and only one in the general counter

• If you change partners, the attendance registration list is reset for both.

Definition of participant’s status

Guest: The participant has received an invitation to a session (via the option “Invite by email”)

Registered:

• The participant has registered for a session by confirming the session invitation that they received by email

• or the participant has registered for a session by following a link that was shared with them

• or the participant has registered for a session via the public calendar on the Climate Fresk website

Present: The facilitator recorded the participant's presence during a session