Participation Form

The Participation Form is the primary way for project participants to submit their travel information and carbon footprint data.

Accessing the Form

Public Link

Participants access the form through a unique URL:

https://greendex.world/project/[project-id]/participate

How to Get the Link

Organizers share the link via:

• Email - Send directly to participants
• Messaging apps - WhatsApp, Telegram, etc.
• Project website - Post on event page
• QR Code - Scan to access
• Social media - Share in groups

QR Code Access

For easy mobile access:

1. Organizers generate QR code from project details
2. Display at venues or include in materials
3. Participants scan with phone camera
4. Automatically opens participation form

Form Overview

Form Structure

The participation form is organized into sections:

1. Welcome - Project information and instructions
2. Personal Information - Name, email, country
3. Travel Information - Transport details
4. Additional Information - Diet, accommodation
5. Review - Summary before submission
6. Confirmation - Success message

Progress Indicator

A progress bar shows:

• Current step
• Steps completed
• Steps remaining
• Estimated time to complete

Filling Out the Form

Step 1: Personal Information

Name

• Enter your full name
• As you want it to appear in project records
• Can be updated later if needed

Email Address

• Provide a valid email
• Used for confirmation and updates
• Must be accessible to you

Country of Origin

• Select your home country
• Used for carbon calculations
• Affects distance estimates

Validation:

• Name cannot be empty
• Email must be valid format
• Country must be selected

Step 2: Travel Information

Transport Mode

Select how you traveled:

Route Details

From (Departure)

• City and country you traveled from
• Be as specific as possible
• Used for distance calculation

To (Destination)

• Project venue location
• Usually pre-filled by organizer
• Verify it's correct

Distance

Options for providing distance:

Automatic Calculation

• System estimates based on locations
• Uses standard routing
• Good for most cases

Manual Entry

• Enter exact distance if known
• Useful for complex routes
• Override automatic calculation

Units:

• Kilometers (km) - Default
• Miles - If preferred

Travelers

Number of people traveling:

• 1 - Just you
• 2+ - Shared transport
• Affects per-person carbon calculation

For shared transport:

• Total emissions divided by travelers
• More travelers = lower per-person impact

Step 3: Additional Information

Dietary Preferences

Select your typical diet:

• Omnivore - Eat everything
• Vegetarian - No meat
• Vegan - No animal products
• Other - Specify if needed

Purpose: Diet affects carbon footprint calculations for the project.

Accommodation

Where you'll stay:

• Hotel - Commercial accommodation
• Hostel - Shared accommodation
• Private - With locals/friends
• Other - Specify

Special Requirements

Optional field for:

• Accessibility needs
• Dietary restrictions
• Medical considerations
• Other relevant information

Step 4: Review

Before submitting:

• Review all entered information
• Check for errors
• Verify travel details
• Confirm email is correct

What to check:

• Name spelling
• Email address
• Travel route
• Transport mode
• Distance seems reasonable

Step 5: Submit

Click "Submit" to complete:

• Data is saved to the project
• Confirmation message appears
• Email confirmation sent
• Reference number provided

After Submission

Confirmation

You'll see:

• Success message
• Summary of submitted data
• Reference number (save this!)
• Estimated carbon footprint

Email Confirmation

Check your inbox for:

• Confirmation of submission
• Summary of your data
• Reference number
• Contact information for questions

What Happens Next

Your data is:

• Added to the project
• Included in carbon calculations
• Visible to project organizers
• Used for reporting

Editing Your Submission

Can I Edit?

Depending on project settings:

• Editable - Can update until deadline
• Locked - Cannot change after submission
• Contact organizer - Request changes

How to Edit

If editing is enabled:

1. Use the link from your confirmation email
2. Or contact organizer for edit link
3. Make changes
4. Resubmit

Troubleshooting

Form Won't Load

If the page doesn't appear:

• Check internet connection
• Try different browser
• Clear browser cache
• Contact organizer for alternative link

Can't Submit

If submit button doesn't work:

• Check all required fields are filled
• Look for validation error messages
• Ensure email format is correct
• Try refreshing the page

Distance Seems Wrong

If calculated distance is incorrect:

• Use manual entry option
• Enter known distance
• Add note for organizer
• Contact organizer if significant error

Wrong Project

If you accessed wrong project:

• Don't submit
• Contact organizer for correct link
• Verify project name matches your activity

Email Not Received

If confirmation email doesn't arrive:

• Check spam/junk folders
• Verify email entered correctly
• Wait a few minutes
• Contact organizer to confirm submission

Best Practices

For Participants

Before Starting

• Have information ready - Know your travel details
• Allow time - Don't rush through
• Use accurate data - Better data = better calculations

While Filling

• Be precise - Accurate locations help calculations
• Include return journey - Don't forget the way back
• Check twice - Review before submitting

After Submitting

• Save confirmation - Keep reference number
• Watch for email - Check spam if not received
• Contact if issues - Reach out with questions

For Organizers

Sharing the Form

• Send early - Give participants time
• Multiple reminders - Follow up with non-submitters
• Clear instructions - Explain what's needed
• Provide help - Offer assistance

Supporting Participants

• Answer questions - Be responsive
• Fix errors - Help with corrections
• Extend deadlines - If needed
• Thank participants - Acknowledge submissions

Privacy and Data

What We Collect

• Personal information (name, email, country)
• Travel details (transport, route, distance)
• Preferences (diet, accommodation)

How We Use It

• Calculate carbon footprint
• Generate project reports
• Contact with updates
• Improve future projects

Your Rights

Under GDPR:

• Access - View your data
• Correction - Fix errors
• Deletion - Request removal
• Portability - Export your data

To exercise rights, contact the project organizer.

Related Topics

• Public Participation - Overview of participation system
• Participants - How organizers manage participants
• Project Details - Where organizers view submissions
• Live View - Real-time submission monitoring