Create a dynamic list of participants to share with teachers and program leaders.
Updated: April 16, 2025
Overview
Do your teachers and program leaders ask repeatedly, "How many people have registered for my program?" or "Has Chris Smith registered yet?"
Do certain people on your center's team need access to a program participant list but don't have a Retreat Guru login?
Providing this information is important yet time-consuming for your team.
Wouldn't it be nice if you could provide a link for teachers to check themselves, as often as they like, 24 hours per day?
With the Participant Roster, that wish comes true!
Configure the participant roster
To configure the Participant Roster for a program, go to: Programs > (choose a program to edit) > Information > Participant Roster.
Configure Fields +
When you click on Configure Fields + a pop-up appears that lists all fields (questions) enabled for that program, including admin-only fields. The admin-only fields are only available to select for the Admin view of the roster.
Check the box in the Admin column to display the field in the Admin View, and check the box in the Public column to display the field in the Public View of the Participant Roster. Scroll down to see all available fields.
Although you can choose many fields for display, there may be a practical limit to accommodate printed output. If you choose more fields than can be displayed in the width of your browser window, scroll right to see the additional fields.
View the participant roster
To view the Participant Roster for a program, go to: Programs > (choose a program to edit) > Information > Participant Roster.
Public View
You can configure a Public View for the teacher, program leader, or other external audience. One Public View can be created per program.
Click on Public View to see that version.
To share this view, copy the Public View link.
Anyone with this link can view a dynamic list of program participants - when opened, it shows the most up-to-date information.
You may use the template code {{participant_roster_link}} when sending an email through Retreat Guru to the teacher or program leader. The recipient can follow that link to access the Public View of the Participant Roster.
Click on Public View to see that version.
Admin View
The Admin View is intended for your internal team. You can specify which fields (questions) you wish to display, including admin-only questions. One Admin View can be created per program.
Click on Admin View to see that version.
There is no email template code for the Admin View. You may copy the Admin View link and share it with members of your team. However, team members must be logged in to your Retreat Guru software to access the Admin View.
Print the participant roster
Each viewer of Admin or Public can click on Print Options to choose the columns that will appear in the printed output. This print selection applies only to their view - it does not affect the view others see.
In the example below, we clicked on Print Options while in the Public view, and selected the fields we wanted to appear in the printed copy.
We love to support you in doing what you do best - delivering programs that impact lives. If you have questions or comments, contact your friendly support guru.