Manage participants
Once travelers confirm they're joining your trip, you need a way to manage them. The Participants section in Travifo gives you a centralized view of everyone who's coming on each edition.
This feature is available on PRO and PREMIUM plans.
How to access participants
Go to Dashboard → Participants. You'll see:
- Trip and edition selectors at the top — choose which edition you want to manage.
- Summary cards showing total participants, confirmed count, paid count, and documents completion.
- Participants table with all the details.
Participants table
The table shows:
| Column | Description |
|---|---|
| Name | Participant's name |
| Contact email (if provided) | |
| Status | Interested, Confirmed, Paid, or Cancelled |
| Documents | Completion count (e.g., "3/5") |
| Payment | Pending, Partial, Complete, or Refunded |
| Date added | When they were added |
Click on any row to open the detail sheet where you can edit all their information.
Adding participants
There are two ways to add participants:
- Convert a lead — from the Leads section, convert a confirmed lead into a participant.
- Add manually — use the "Add participant" button on the participants page.
Participant statuses
- Interested — initial state when converted from a lead.
- Confirmed — they've committed and you've confirmed their spot.
- Paid — payment received (tracked separately via payment status).
- Cancelled — dropped out or cancelled.
The detail sheet
Click on a participant to open their detail panel. From here you can:
- Edit their name, email, and phone
- Change their status and payment status
- View and manage their documents (see the Document Collection article)
- Add internal notes
- Send them their personal portal link via email
The participant portal
Each participant gets a unique, secure link to their personal portal (travifo.com/p/[token]). Through the portal, they can upload required documents without needing to create an account. You can send this link via the "Send portal email" action in the detail sheet.
Tips
- Use the summary cards to quickly spot who hasn't confirmed or paid yet.
- Filter by edition to focus on one group at a time.
- Send portal links early so participants can start uploading documents well before the trip.