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Event participants

What this page is — inviting people to an event, individually or as a group.

What it is for — recording who is expected, and sending them the invitation.

The problem it solves — an assignee is the person doing the work. Everyone else who needs to be there is a participant, and they come from your contact list rather than your staff list.

Route: an event → Participants → Manage Permission: Enables Drag-and-Drop (editable={true}); shows "Update" in modal.

Figure 1 — Participants on an event. Real contact details are blurred in this documentation.

1. Participants are contacts​

A participant is a contact — the same record Orbit Pulse holds. Adding one here does not create a new person; it points at an existing contact.

That means the contact's email and phone are what the invitation goes to, so a contact with no email cannot be invited by email.

2. Two ways to invite​

A contactA contact group
AddsOne personEvery member of the group
Shows asThe person's nameThe group's name, with a group icon
Changes when the group changes—The group is resolved when the invitation is sent
Figure 2 — A group invited as one participant.
A group can be much larger than it looks

A group appears as a single chip. Inviting one sends the invitation to every member, which may be hundreds of people. Check the group's size before adding it to an event.

3. Step by step​

  1. Open the event.
  2. In the Participants section, click Manage.
  3. Search for a contact, or switch to groups and pick one.
  4. Add as many as you need, then close the panel.
  5. Save Event.

Removing a participant takes them off the event. It does not delete the contact.

4. What a participant receives​

If the calendar has an email or WhatsApp connection, participants receive an invitation when the event is created and an update when it changes. With no connection set, participants are recorded on the event and nothing is sent. See event notifications.

5. Field reference​

FieldTypeRequiredHolds
ParticipantsMulti-select of contactsNoThe people invited to this event
GroupsMulti-select of contact groupsNoGroups whose members are invited

6. Don't confuse this with…​

Assign ToThe resource doing the work, drawn from staff allocated to the calendar — see create and edit an event
Calendar resourcesWho can be booked, not who is invited — see calendar resources
Guests who booked themselvesA public booking adds the guest as a participant automatically — see what a booking creates

7. Troubleshooting​

SymptomCause
A person is not in the listThey are not a contact yet. Add them in Orbit Pulse first
Participants got nothingThe calendar has no email or WhatsApp connection
A group invited far more people than expectedExpected — see the warning in §2

More in troubleshooting.