Participants Overview

Participants are individuals who take part in your Erasmus+ projects and submit their carbon footprint data through the participation form.

What is a Participant?

In Greendex, a Participant is:

• Someone attending your Erasmus+ activity (youth exchange, training, meeting)
• A person who submits travel and carbon footprint information
• Associated with specific projects in your organization
• Has limited access to the Greendex platform

Participant vs Team Member

It's important to distinguish between:

How Participants Join

Through Public Participation Form

The most common way:

1. Organizer shares project participation link
2. Participant visits the public form
3. Fills in personal and travel information
4. Submits carbon footprint data
5. Automatically added to the project

Through Team Invitation

Participants can also be invited:

1. Owner or Employee sends invitation
2. Participant receives email
3. Creates account (if needed)
4. Joins as Participant role
5. Can access assigned projects

Participant Data

What We Collect

Participants provide:

Personal Information

• Name - Full name for identification
• Email - Contact and account purposes
• Country - Origin country for statistics

Travel Information

• Transport mode - Plane, train, bus, car
• Departure location - Where they traveled from
• Arrival location - Project venue
• Distance - Calculated or provided
• Travelers - Number of people (for shared transport)

Additional Information

• Dietary preferences - For carbon calculations
• Accommodation - Type of lodging
• Special requirements - Accessibility needs

Data Usage

Participant data is used for:

• Carbon footprint calculation - Primary purpose
• Project statistics - Aggregated reporting
• Organization insights - Trend analysis
• Grant reporting - Required documentation

Data Protection

Greendex protects participant data:

• GDPR compliant - European data protection standards
• Encrypted storage - Secure database storage
• Access controls - Only authorized team members
• Retention policies - Data kept only as needed

Participant Lifecycle

1. Registration

Participant becomes known to the system:

• Visits participation form
• Enters personal information
• Creates a participant record
• Associated with the project

2. Data Submission

Participant submits carbon information:

• Enters travel details
• Provides transport information
• Submits the form
• Data is validated and stored

3. Participation

During the project:

• Data appears in project dashboard
• Included in statistics
• Can update submission (if enabled)
• Visible to project organizers

4. Completion

After the project:

• Data included in final reports
• Participant record archived
• Can be invited to future projects
• Account remains if created

Managing Participants

Viewing Participants

Access participant information:

1. Go to Participants in the sidebar
2. See list of all organization participants
3. Or view project-specific participants in project details

Participant Information

Available data includes:

• Personal details (name, email, country)
• Project associations
• Submission status
• Carbon footprint totals
• Activity history

Actions

Organizers can:

• View details - See participant information
• Edit data - Correct errors (with permissions)
• Remove - Delete participant from project
• Export - Download participant data
• Contact - Send communications

Participant Statuses

Registration Status

Submission Status

Best Practices

For Organizers

Before the Project

• Share link early - Give participants time to respond
• Provide instructions - Explain what's needed
• Set deadline - Clear submission timeline
• Send reminders - Follow up with non-submitters

During Data Collection

• Monitor progress - Check submission rates
• Help participants - Assist with questions
• Validate data - Check for errors or outliers
• Follow up - Contact missing participants

After Completion

• Thank participants - Acknowledge their contribution
• Share results - Show carbon footprint totals
• Archive data - Store for required periods
• Plan improvements - Use insights for next time

For Participants

Filling the Form

• Be accurate - Correct information ensures valid calculations
• Include all travel - Don't forget return journeys
• Estimate if needed - Approximate distances are acceptable
• Submit early - Don't wait until the deadline

Data Privacy

• Know your rights - Understand GDPR protections
• Ask questions - Contact organizers with concerns
• Update if needed - Correct mistakes promptly
• Consent matters - Ensure you agree to data use

Troubleshooting

Participant Can't Access Form

If the participation form isn't working:

• Check the link - Ensure it's the correct URL
• Verify project - Confirm project is active
• Try different browser - Browser compatibility issues
• Contact organizer - Report technical problems

Data Not Appearing

If participant submissions aren't visible:

• Check submission - Verify form was submitted
• Wait momentarily - Data may take moments to sync
• Refresh page - Reload to see updates
• Check filters - Ensure not filtered out

Wrong Information

If participant data is incorrect:

• Can edit - Some fields can be updated
• Contact organizer - Request corrections
• Resubmit - Fill form again if needed
• Document changes - Keep record of corrections

Related Topics

• Participant Management - Detailed management guide
• Participation Form - How participants submit data
• Project Details - View participants per project
• Public Participation - Overview of the participation system