How do I manage replies to a hunt?

Follow who's coming, remind those who haven't replied and correct replies before the day of the hunt. To manage replies, you must be the organiser of the hunt, an administrator or manager of the hunting ground, or a member with the "Edit all events" permission. On the web, the "Manage participants" permission is also enough. ## On mobile ### Follow the replies 1. Open the hunt, tap **Manage**. 2. In the "Participants" section, tap **Participants**. The "confirmed" and "to remind" figures, at the top of the screen, open the same list. 3. Tap **Status** to show only **Confirmed** or **No response**, and **Weapon** to filter by weapon. Each line shows "Confirmed", "Pending" or "Declined". Each guest appears under the person who brings them. A guest added by the organisation without a host appears after all the other lines. ### Read the reason for a decline 1. Open the hunt, tap **Manage**. 2. In the "Participants" section, tap **Participants**. 3. Tap the person who declined. 4. Under their "Declined" status, the "Reason:" line gives the reason they wrote when declining. Without a written reason, no line appears. ### Change a participant's reply 1. In the participant list, tap the person. 2. In the "Reply" section, tap **Present** (they move to "Confirmed") or **Absent** (they move to "Declined"). ### Remind a person who hasn't replied 1. In the participant list, tap the person. 2. Tap **Remind**. The button is only active for a person who is "Pending". On a draft hunt, the button stays greyed out and the record shows "Reminders open when the hunt is published." On a cancelled hunt, the button stays greyed out and the record shows "Hunt cancelled: no more reminders possible." Reminding several people at once is done on the web. ### Remove a participant 1. In the participant list, tap the person. 2. At the bottom of their page, tap **Remove from the hunt**. 3. Tap **Remove and notify** or **Remove without notifying**. This choice is available from version 4.2.6 of the app. ### Close registration 1. Open the hunt, tap **Manage**. 2. Turn off **Registration open**. No one can reply any more. ## On the web ### Follow the replies 1. Open the hunt, **Participants** tab. 2. Click **All**, **Confirmed**, **No response** or **Declined**. **All** doesn't show the people who declined. 3. To find someone, type their name in the **Filter by name…** field or choose a weapon. 4. To see only one person's guests, choose their name in the **All hosts** menu. The list is sorted by first name, and each guest appears under the person who brings them. A guest added by the organisation without a host appears after all the other lines. ### Read the reason for a decline 1. Open the hunt, **Participants** tab. 2. Click **Declined**. 3. Under the person's name, the "Reason:" line gives the reason they wrote when declining. Without a written reason, no line appears. ### Change a participant's reply 1. Open the hunt, **Participants** tab. 2. On the person's line, choose "Pending", "Confirmed" or "Declined" in the drop-down list. ### Remind those who haven't replied 1. Open the hunt, **Participants** tab. 2. Click **Remind**. The "Remind guests" window lists the people with no reply. 3. Click **Send reminders**. For a single person, click the envelope on their line: their invitation is resent. ### Remove a participant 1. Open the hunt, **Participants** tab. 2. Click the bin on their line. 3. Click **Remove and notify** or **Remove without notifying**. ### Close registration 1. Open the hunt, **Info & registration** tab. 2. In the "Control" box, on the **Registration** line, click the switch. The line then shows "Closed: no more responses possible". Click the switch again to reopen: the line shows "Open: hunters can respond". ## What the participant sees On mobile, from version 4.2.6 of the app, they reply with **Take part** or **Decline** in the "To do" card of the hunt page. They change their reply with **Edit**, in "My participation". See [How do I use a hunt's page?](article:how-do-i-use-a-hunts-page). On the web, they reply with **I'm taking part** or **I decline**, and change their reply with **Edit**. When accepting, they list, depending on the hunt, their weapon, their dogs, their meal, and tick that they have read the safety rules. They then see "You're taking part" or "You declined". ## The meal When the meal is offered, each participant ticks **I'm staying for the meal** when they reply. They tick **Staying for the meal** for each of their guests. Booking closes at the deadline you set. The number of covers shows at the top of the participant list. On mobile, the **Meal** switch on each line lets you book or cancel a meal, up to the deadline. When a participant declines the hunt, their meal is freed: it is no longer counted in the covers, and their unsettled meal bill is cancelled. A meal already settled, or whose card payment is in progress, isn't freed: the participant contacts the organiser. Once the booking deadline has passed, the meal stays as it was. To set the price and the payment methods, see [How do I set up a hunt's payments?](article:how-do-i-configure-a-hunts-payments). ## Email address that doesn't work A red triangle next to a person means our emails aren't reaching them: their address can't be found (for example a domain name that doesn't exist, after a typo), or our sending service has blocked it. A full inbox or a temporary outage doesn't show it. The triangle shows on the web and in the mobile app. Available from version 5.0.2 of the app. In version 5.0.1 or an older version, no triangle shows on mobile: go through the web. ### Organiser: correct the address on mobile 1. Open the hunt, tap **Manage**. 2. In the "Participants" section, tap **Participants**. 3. Tap the red triangle next to the person. The "Correct the email address" sheet opens and gives the reason. 4. Enter the right address in "New email address", then tap **Correct and resend**. ### Organiser: correct the address on the web 1. Open the hunt, **Participants** tab. 2. Hover over the red triangle to read the reason. 3. Click the triangle. The "Correct the email address" window opens. 4. Enter the right address in "New email address", then click **Correct and resend**. Another path on the web: click the person's name to open their record. An "Invalid email address" banner gives the reason and the address, with the **Correct and resend** button. The button only appears if you have the right to correct that address. ### Hunter: correct the address of one of your guests on mobile 1. Open the hunt, **Information** tab, "My guests" section. 2. Tap the red triangle next to the guest. The "Correct the email address" sheet opens and gives the reason. 3. Enter the right address in "New email address", then tap **Correct and resend**. ### Hunter: correct the address of one of your guests on the web 1. Open the hunt. In the "My guests" box, find the red triangle next to the guest. 2. Hover over the red triangle to read the reason. 3. Click the triangle. The "Correct the email address" window opens. 4. Enter the right address in "New email address", then click **Correct and resend**. ### What happens next The window closes and a message appears. The email goes out again on its own, depending on the person's situation: - they haven't replied yet: their invitation is resent, and the message says "Address corrected, the email has been resent." ; - they are confirmed: they receive "Registration saved", and the message says "Address corrected, the email has been resent." ; - in the other cases, for example a draft, cancelled or past hunt, or a person who declined: the address is corrected and nothing is resent. The message says "Address corrected. No email to resend for this hunt." The triangle disappears as soon as the address is corrected. It comes back if the new address doesn't work either. ### Who can correct The organiser corrects the address of any person without a Mes Chasses account. A hunter who has brought guests sees the triangle next to them, in the hunt's "My guests", on the web as on mobile. They correct the address of a guest they added themselves from their address book. For the others, the window tells them to ask the organiser. When the address is that of the person's Mes Chasses account, they alone can change it, in their profile. The window says so and offers no field to fill in. ## Good to know - **Remove without notifying** is mainly useful when you replace one person's record with another (different email address, address book duplicate). They don't receive a message telling them they are no longer taking part. - The "notify" choice only exists for a person who is "Pending" or "Confirmed". The others are never notified: the button is then called **Remove**. - A reminder only goes out to people who are "Pending". On the web, a person for whom Mes Chasses has no email address (neither on their account nor on their record) is flagged "No email" in the reminder window: they receive nothing. A person without an account receives the reminder by email as soon as their record has an address. - Reminders open when the hunt is published. A cancelled hunt can no longer be reminded. - The reason for a decline is only read by the hunt's organisation: the creator, the administrator and managers of the hunting ground, and the people who have the "Edit all events" or "Manage participants" permission. Other participants don't see it. If the person changes their reply, the "Reason:" line disappears with the "Declined" status. - A member adds their own guests, within the limit set by the hunting ground. See [How do I bring an armed or unarmed guest?](article:how-do-i-bring-an-armed-or-unarmed-guest). - Registration closed: no one can accept any more. On mobile, a confirmed participant can still change their reply to decline; on the web, the **Edit** button disappears. ## If something goes wrong - "The Manage button doesn't appear": you are neither the organiser of the hunt, nor an administrator or manager of the hunting ground, and you have neither the "Edit all events" nor the "Assign stands" permission. - "I see Manage, but not Participants": you only have the "Assign stands" permission. On mobile, **Manage** then only opens the placement of hunters. - "Remind is greyed out on the web": no one is awaiting a reply, or the hunt is a draft. In that case, the note "Reminders open when the hunt is published." shows above the list and the envelope on the lines disappears. Publish the hunt, then remind. - "Remind is greyed out on the web and the note says "Hunt cancelled: no more reminders possible."": the hunt has been cancelled. It accepts no one any more, no reminder goes out. - "The Remind button is greyed out on mobile": the person has already replied, or the hunt is a draft. In that case, the record shows "Reminders open when the hunt is published." Publish the hunt, then remind. - "The Remind button is greyed out on mobile and the record says "Hunt cancelled: no more reminders possible."": the hunt has been cancelled. No reminder goes out any more. - "I don't see the reason for the decline": the person didn't write a reason, or they are no longer "Declined", or you have neither the right to edit the hunt nor the "Manage participants" permission. - "The meal can no longer be changed for this registration.": you can no longer book or choose a payment method when the reply is "Declined", nor when the hunt is cancelled, over or past. To take the meal back, the participant must first change their reply to participation. - "This meal is already settled. To cancel it, contact the organiser.": a settled meal, or one whose card payment is in progress, can't be unticked. ## See also - [How do I invite participants?](article:how-do-i-invite-participants) - [How do I use a hunt's page?](article:how-do-i-use-a-hunts-page) - [How do I bring an armed or unarmed guest?](article:how-do-i-bring-an-armed-or-unarmed-guest) - [How do I set up a hunt's payments?](article:how-do-i-configure-a-hunts-payments)