Free WordPress Participants Database pluginFree

943 websitesFree WordPress Participants Database plugin by Roland Barker, xnau webdesign

This plugin offers all the functionality needed to build and maintain a database of people or anything you want. The database is fully configurable, allowing you to define all the fields of information you want to store for each record. The records can be entered individually in the WordPress admin section, imported with a CSV file, or let the individuals themselves create their own record. Display lists of records can be sorted and filtered by any field, and the result exported as a CSV file.

This plugin was developed for an organization with the mission of educating and empowering voters. This organization needed to quickly build a database of concerned voters, supporters, and volunteers, giving them an ability to collect input and feedback, organize volunteers, and mobilize its voter constituency with actions such as petition drives and voter education campaigns.

This database could be of use to any organization that needs to build and maintain lists of constituents, supporters, members, volunteers, etc. for any purpose. It is designed to be easy to use and serve multiple purposes, with several very powerful features to customize its functionality to the needs of your organization, club, sports team, or any other large group of people.

The plugin can be easily adapted to work as a database for other applications such as indexes, directories, catalogs, or anything, really. The plugin uses a system of customizable templates for all its displays, and an API for the customization and extension of its capabilities. The plugin is fully internationalized with a growing set of translations.

GDPR Compliance Information for users of Participants Database

Some of the features of the Participants Database Plugin:

  • fully configurable database for holding any kind of information about people (or anything, really!)
  • customizable forms for collecting and maintaining records
  • plugin enhancements and add-ons are available from a growing list of free and premium downloads on
  • shortcode for inserting a configurable sign-up short form into WordPress pages, posts, etc.
  • completing the sign-up form can direct visitors to another page for a thank you message or reward
  • shortcode for inserting a full-length form for people to fill out and maintain their own records
  • shortcode for displaying the list on the site, including the ability to select and order columns to display, sorting and filtering rules to determine which records are shown and in what order
  • shortcode for showing a search form that takes the user to the search results page
  • email notification and confirmation with secure individual access link
  • email notification when a user edits a record
  • searchable, sortable record listings in the WordPress admin
  • many form elements to choose from including dropdowns, checkboxes, radio buttons, image upload, rich text, etc.
  • export CSV files for interacting with other databases, mass email, print records
  • import CSV files to add large numbers of records from spreadsheets such as Open Office or Google Docs
  • forms can be organized into groups of fields, making long forms easier to navigate and fill out
  • comes with a comprehensive API for deep customization of the plugin functionality


The heart of this plugin is the participants database, which is completely configurable. It comes pre-filled with standard fields such as name, address, phone, etc., but you can define any fields you want, including the type of field, validation, help text and a print title for each field. Fields are also organized into groups so large amounts of information can be better managed, and long forms broken up into logical sections.

Fields can be defined as text-lines, text-areas, rich text (with a rich-text editor), single and multiple-select dropdowns, checkboxes, radio buttons or image uploads. Each field has its own validation which can be required, not required, or validated with a regular expression.

Sign Up Form

The plugin provides a shortcode for a sign-up form that presents a customizable subset of the fields for a quick signup. For example, your signup form could ask only for a name and email address, creating an easy point-of-entry for new members, supporters or volunteers. The signup can generate two emails: one to an administrator to notify them of the signup, and also to the person signing up. Their email can contain a link to their full record, which they can return and fill out at their leisure. This full form (which is placed on the website with another shortcode) can include any information you want to collect from your signups.

Signup forms are produced by a template, making it easy to add extra functionality and match the presentation of the form to your theme.

Frontend Record Edit Form

This is where people who have signed up can fill in any additional information about themselves you wish to collect. It can be additional demographic info, survey questions, what they would be willing to offer in support. This form is accessible to the signups via an individual link containing an ID number, which is emailed to them when they sign up. They don’t need to register as a user or enter a password, they just need the link.

Backend Record Editing

For your backend users, the ability to edit and enter new records is provided. This backend form can also contain administrative fields that won’t be visible to the front-end (not logged-in) user, so organization staff can keep internal records of volunteer activities, availability, contributions, personal notes, etc.

The backend form is set up for rapid manual entry of multiple records, such as after a signup drive, doorbelling, or public event.

For textarea fields, a rich-text editor will be used if enabled in the settings.

List Display

Display the list on your website with the [pdb_list] shortcode. You can determine which fields get shown, and for long lists, the list can be broken up into pages. You can specify which records get displayed and in what order. Optionally, search and sorting controls can be displayed. Each record listing can be linked to the full record showing all the details of the record.

Record Display

Each individual record can be displayed using a shortcode and accessed by the ID if the record. A template file formats the output of the shortcode. A plugin setting determines how a link to the individual record may be placed on the list of records.

Import/Export Records

All records can be exported as a CSV-formatted text file that can be read by spreadsheet applications and used for mass email campaigns, hard-copy lists, and other applications. The records exported can be filtered by column values: for instance, only people who have consented to receive a newsletter will be included. Records may also be sorted by any column. Which fields are included in the export/import is determined by the “CSV” column of the field definition.

Records can also be mass-imported with a CSV file, allowing you to use existing lists from spreadsheets, or for offline compilation of records using a spreadsheet such as Libre Office or Google Docs. A blank spreadsheet can be exported from the plugin to get people started in entering records offline.

Internationalization and Translations

This plugin is fully compliant with WordPress Internationalization standards and includes several translations, some of which are incomplete at the moment. All of the front-end text is user-customizable, so even if a translation isn’t available for your language, your users will be able to use the plugin in their language.

Translation Credits

If you are multi-lingual and feel like contributing a translation, please contact me at:

Please note that several of these translations are out of date. If your language is in this list and you’d like to help me provide the latest translation, please contact me.

The latest POT file is always available here.

Key Image Credit

By Tukulti65 (Own work) [CC BY-SA 4.0 (], via Wikimedia Commons

Plugin Support

Plugin manual and documentation is published on the developer’s website,

Plugin technical support is available on the WordPress Plugin Plugin Support Forum, and on in the comments section.

A growing list of plugin add-ons and functionality enhancements are also available on

Author: Roland Barker, xnau webdesign

Tags: database, member, sign-up form, supporter, volunteer

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