Topic: File upload options for participants  (Read 6779 times)

Q: We want some participants to confirm their group status during the registration process.
Is it possible to have a mandatory file upload for a copy of student IDs (or membership cards etc.) for certain participant groups?

Q: We want all participants who have chosen wire transfer as payment method to upload a proof of payment.

Q: We want all participants to upload a proof of health status, e. g. Covid vaccination certificates or PCR test results. Is it possible to offer a file upload for all participants?

The system offers two file upload options for participants:
  • File upload option for selected participant groups:

    Organizers can make the upload of a file optional or mandatory during the first step of the registration process.
    This can be useful if certain participants have to prove their affiliation, e.g., students or paying members of an organization.

    Please go to:
    Overview => Settings => Manage Participant Groups
    Choose the group you want to update and click on the button "Edit Group". At the bottom of the page, you find the section "File Upload for this Group". In that section you can use the option "File Uploads for this Group" to make the upload optional or mandatory. Once the file upload is activated, you can define the permitted file types, and enter an "Upload information" that is shown to the participant (see image 1).

    When the option is enabled, the user can or has to upload a file if the corresponding participant group has been chosen to proceed with the registration (see image 2).
  • File upload options for all participants:

    Please go to:
    Overview => Settings => Main Settings for Participant Registration
    … and first activate the expert settings by scrolling to the bottom of the page and clicking on the link "Expert Settings Disabled" or the cogwheel icon.

    Go to the section “Upload / Download Option for Participants” and choose from one of three settings for the option “Select Upload/Download Option”. Regardless of the setting you choose, you will have to define a file type via the option “* Permitted File Types”. If you want to, you can also include additional information for participants in the field “Information About File” (see image 3).

    The following settings are available:
    • Allow all participants to upload a file after registration.
      With this option activated, all participants are prompted to upload a file to the server, e.g. a proof of vaccination or similar. Participants will find the link “Upload Confirmation File” in the box “As participant you have the following options:” (see image 4).
    • Allow all participants who have selected the payment option ‘Wire Transfer’ to upload a file as proof of payment.
      With this option activated, only those participants who have selected wire transfer as their payment method are prompted to upload a file to the server. In some countries, it is a common procedure to submit a proof of payment slip. Participants will find the link “Upload Payment Confirmation File” on the overview page below the bank account details and in the box “As participant you have the following options:” (see image 5).
    • Allow admins and organizers to upload a file for each participant. Participants can download their individual file.
      Admins can now upload a separate file for each participant when they go to the details of the participant’s registration:
      Overview => User and Participant Management => Participants => Details of the Participant's Registration
      In the box “Actions” click on the link “Upload File for Participant” (see image 6).
      Participants can then download the provided document via the link “Download File Provided by the Organizers” in the box “As participant you have the following options:” (see image 7).

Please test your new settings.