Support Participants | Point-In-Time & Lifecycle

It’s common for participant changes to occur after an event is active - for example, a name or email change, a departure from the company, or a request to edit responses. Sometimes your list of participants grows after the event is active and you need to send invitations to the new additions. You can easily make these kinds of changes to support your participants. 

This article walks through:

• Review & Manage Your Participants
• Add Late Invitees

Review & Manage Your Participants

After your event is active, you can use the Invitees tab to review and manage your event participants (e.g., edit or delete invitees, reopen an event, etc.). 

For each invitee, the tab shows user details, the data source, dates for when they received and responded to the email invite, and whether they have completed the event. 

The gear icon displays a list of actions you can take to manage each participant. You can also download the information from the tab to an xls file. 

The Refresh List option updates the list in real time to show the response and completion status for invitees.

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to edit.

The Event Builder opens, displaying the Overview page.

2. In the left panel, click Launch.

        2. Click the Invitees tab.

        3. Click the gear icon for a user and select an option:

1. Edit Invitee:
    Edit the participant’s name, employee ID, or email address.

2. Delete Invitee: 
   Remove the participant (and their responses).

3. Reopen Survey:
   Reactivate the URL for the participant to edit responses. (This is not applicable for events that use universal links.)

4. Clear Survey: 
   Clear all responses. (Not applicable for events that use universal links.)

5. Resend Email:
   Resend the invitation to the participant. 

6. Send Email: 
   Sends the invitation to the participant (typically used for late invitees). 

Add Late Invitees

If you used the Email Distribution Unique Links for Each Respondent survey delivery option, you can use the Invitees tab to add late invitees to the survey.

1. Navigate to the Launch phase for your event.

From within the Event Builder:

1. Click Launch in the left panel.

From Listen:

1. In the Active Events section or the All Events section, click Manage Event for the event you want to edit.

The Event Builder opens, displaying the Overview page.

2. In the left panel, click Launch.

       2. Click the Invitees tab.

       3. Click +Add Late Invitees (available only if using the Email Distribution Unique Links for Each
           Respondent delivery method).

1. If utilizing your HRIS Data File:

   1. Search: 
      Search your full data file to find a participant and use the + to add the participant to the survey.
      
      

   2. Create: 
      Add a new participant (no demographics will be included).
      
      

   3. Batch:
      Paste in a list of Employee IDs or Emails to add a group (if they are found in the file, you can add them to the survey).
      
      

   4. Incoming: 
      Choose participants who were added to the data file after the survey launched (available only if an HRIS file was utilized). 
      
      

        4. Click Add Invitee or Add Invitees, as appropriate.