Manage Activities & Participants
Managing participants, chat, sending spots, and list visibility.
Common questions
On the manage participants page, you can see the full list of participants along with their payment and check-in status, names, and registration numbers.
You can also remove specific participants and choose how each of them gets refunded.
Yes. Turn on "Hide Participants" so only you can see the full list; other participants can't see who is attending or other participants' profile photos.
This feature is off by default, and you can change it anytime — whether the activity is a draft, scheduled, or ongoing.
Using the settings button on the activity's chat page, you can restrict chat to hosts only, or open it up so participants can join the conversation.
This setting is separate from the Hide Participants feature, so you can combine them however you like.
This feature (on by default) lets participants send their spot to someone else via chat before the activity starts. You can turn it off in Advanced Settings.
As a host, you can always invite new participants with a spot at no extra payment from the recipient, even when participant spot transfers are turned off.
In the participant list, remove a participant and choose how to refund them: to balance, as a pass, no refund, or an amount you set yourself.
The removed participant will receive a notification and is automatically removed from the activity's group chat.
Full guide
Detailed rules for each related feature, plus important notes.
Hosts can manage four key logistics features: hiding the participant list from other participants, adding tags and categories so the activity is easy to find, and controlling who is allowed to send messages in the chat. Most settings can be changed at any time, including while the activity is in progress.
- •Hide Participants: This feature is off by default, so the participant list is visible to everyone. If you turn it on, only you as the host can see the full participant list. Other participants can't see who is attending or other participants' profile photos. You can change this setting at any time, whether the activity is still a draft, already scheduled, or in progress.
- •Tags: You can add several free-form tags to an activity with no limit on the number. Tags help your activity show up as a recommendation and make it easier to find through search. You can manage tags on a separate Tags page while editing the activity.
- •Categories: The system automatically assigns several categories to your activity based on its name, description, and your profile information. These categories are picked from the list of available categories (for example workshop, sports, art, and so on). You can also choose additional categories manually. Categories help your activity show up as a recommendation and stand out more in search results.
- •Send Invoice via WhatsApp: This feature is off by default. If you turn it on, the system will send invoices to participants via WhatsApp with a fixed admin fee whose amount is shown on screen. You can turn it on or off at any time, whether when creating the activity or on the activity settings page.
- •Participant Chat: You can control who is allowed to send messages in the activity chat. If it's restricted, only you as the host can send messages; if it's open, participants can join the conversation too. You change this setting via the settings button on the activity chat page, and it's separate from the Hide Participants feature.
- •Things to keep in mind: The number of tags is not limited, while categories are determined automatically by the system based on your activity's content and can be added manually. The send invoice via WhatsApp and hide participants features are both on-or-off options.
Important notes
• Hide Participants and chat restrictions are two separate things. One controls whether the participant list is visible, the other controls who is allowed to send messages. They can be combined however the host likes, for example participants hidden but chat still open, or the other way around.
• Tags are different from Categories. There can be many tags and they're free-form for detailed labeling, while categories are determined automatically by the system based on the activity's content and can also be chosen manually. Neither is required; an activity can be created without tags, although there will always be at least one category (at minimum an automatic category).
• Sending invoices via WhatsApp happens automatically when payment succeeds, as long as the host has turned it on.
As a host, you can enable or disable the spot transfer feature for participants. When the feature is on, participants can send their spot to someone else. You can also always invite new participants with a spot at no charge, regardless of the feature's status. A spot can only be accepted or declined before the activity starts; once the activity has begun, a spot transfer can no longer be processed.
- •The spot transfer feature is on by default. You can turn it off at any time via the 'Send Spot' option in the activity's Advanced Settings.
- •When the spot transfer feature is off, participants can no longer give away their spot. They will see a note that the feature is disabled.
- •A spot invite from you to a new participant does not require any extra payment from the recipient, because the payment is already handled on your side.
- •Only you as the host can still invite new participants with a spot, even when the spot transfer feature is off for regular participants.
- •The 'Send Spot' button for participants only appears while the activity is still scheduled (not yet started). Once the activity's start time has passed, participants can no longer send a spot.
- •A spot cannot be accepted or declined after the activity has started. The transfer status will stay as the user's last action (accepted/declined/pending).
Important notes
• This feature is built into chat. Every spot transfer or invite is sent as a special chat message that already includes the activity details.
• A spot transfer between participants is different from a spot invite from the host. An invite from the host does not require the recipient to pay anything extra.
• When a spot is accepted, the payment history moves over to the recipient too. The sender's record is kept as a history trail with a 'Dummy' status (transfer complete).
• If the activity requires a form, the recipient fills it out when accepting the spot. The answers are not filled in automatically (except certain matching data from the profile). For more than one participant, the forms are filled out one by one.
• Notifications are sent to several parties: the sender is notified when their spot is accepted or declined, the recipient is notified when there is a new spot message, and the host is notified when a new participant joins.
• For security, the system checks the block list before starting a chat to prevent spam and harassment between users who have blocked each other.
• The 'Request to Join' and 'Waitlist' features are mutually exclusive—the host can only enable one of them. The system rejects having both active at the same time on the same event.