Add Participants to Your Event | 360

After you launch your 360 event, you add the participants who will be evaluated. The Participants page in the Event Builder enables you to add participants, track their progress through the nomination and survey periods, and see whether they are eligible to receive a report.

This article walks through:

• Overview of the Participants Page
• Add Participants to a Flexible Schedule Event
• Import a Participant List
• Filter by Group

Overview of the Participants Page

You use the Participants page in the Event Builder to select participants from your employee data file and add them to the event. Note that your data file and its update cadence are set up by Perceptyx during the initial setup of the platform.

Five tabs across the top of the page enable you to track the progress of your participants and see whether they are eligible to receive a report.

• Pending Participant Invite

The period in which participants are selected and scheduled to receive an invite to the event.

• Nomination Period

The period in which the participants complete the nomination form to select their raters.

• Survey Period

The period in which the raters evaluate the participants and participants, when Self relationship is included, complete the self-assessment.

• Complete - Report Eligible

Shows the participants for whom the event is complete and the minimum response threshold was met to generate a report.

• Complete - Report Ineligible

Shows the participants for whom the event is complete but the minimum response threshold for generating a report was not met. This includes participants who did not submit their nomination form before the nomination deadline date.

As you follow participants through the event cycle you can take actions to help facilitate completion rates that will generate a report - for example, extend the nomination period or survey end date, add or edit raters, or resend invites. 

Add Participants to a Flexible Schedule Event

When you add participants to your event, there are three key dates you specify: 

• Participant Invite Date: The date on which the participants receive their invite to the event. The default setting for this date is Immediately, meaning the participants are sent invites as soon as you add them to the event. The Immediately option moves them directly to the Nomination Period tab. You can specify a future date to send the invites, in which case the participants display on the Pending Participant Invite tab until the invites are sent.

• Nomination Deadline: The date by which the participants must submit their nomination form.

• Survey End Date: The date on which the survey will end for both participants and their raters. The default setting is Dynamic, which means the survey end date is set automatically when a participant submits the nomination form. The number of days used to calculate the end date is determined by the number you specified on the Schedule page. This option provides flexibility for participants to be on different schedules. If you want all the participants to have the same survey end date, you can change this setting and specify a date.

1. Navigate to the Participants phase. 

From the Event Builder:

1. Click Participants in the left panel. 

From Listen:

1. Click Manage Event for the event you want to work with.

The Event Builder opens, displaying the Participants page with the Pending Participant Invite tab active.

2. Click + Add Participant (top right).

The Add New Participant dialog box appears.

3. If you want to change the invite date, click the Participant Invite Date box and then click the date you want the invites to be sent.

4. Click the Nomination Deadline box and then click a date to specify the date by which participants must submit their nomination forms.

5. If you want to set a specific survey end date, click the Survey End Date box and then click the date you want the survey to end.

6. If you want to add the participant to a group or create a new group, click the Group Name box and then type a group name.

7. Click the Search box and type an employee name or email address.

Note: You can also type your organization’s email domain to display your full data file. This enables you to select and add multiple participants at the same time.

8. Select the checkbox for the person you want to add and then click Add Selected Participants.

The participant is added to the event, but the dialog box remains open so you can add more participants - including participants with different invite dates or nomination deadlines, if needed.

9. Repeat the process, if needed, to add other participants and then close the dialog box.

Participants for whom you chose a future participant invite date display on the Pending Participant Invite tab. 

Participants for whom you chose the immediate participant invite date display on the Nomination Period tab.

For details and step-by-step instructions about managing participants in each of the Participants page tabs, see the following articles:

• Manage Participants Pending an Invite | 360

• Manage Participants During the Nomination Period | 360 

• Manage Participants During the Survey Period | 360

• Manage Report Eligible Participants | 360

• Manage Report Ineligible Participants | 360  

Import a Participant List

For more large-scale events, you can import lists of participants that will comprise separate groups. A guided import workflow enables you to:

• Download a template to complete, to ensure your participant information is complete and accurately formatted.

• Upload and validate participant data.

• View and resolve errors, if applicable.

• Name the group.

• Optionally specify the Participant Invite Date, Nomination Deadline, and Survey End date for the entire group. 

The participants you add in groups display on the Pending Participant Invite tab if you specify a future invite date. If you specify Immediately for the invite date, they display on the Nomination Period tab.

Note: You can filter by Group Name to find groups of participants who were uploaded in bulk.

1. Navigate to the Participants phase. 

From the Event Builder:

1. Click Participants in the left panel. 

From Listen:

1. Click Manage Event for the event you want to work with.

The Event Builder opens, displaying the Participants page with the Pending Participant Invite tab active.

2. Click Import Participant List.

The Import Participants List workflow opens.

3. In the Step 1 section, click Download Template.

4. Navigate to the downloaded template, then open it with an application that supports csv format.

5. Complete the template with your data and save your changes.

6. Return to the workflow, click Select File, navigate to the completed template, then double-click the file name.

Note: You can also drag and drop the file.

7. Click Review Import.

The workflow updates to show the import results. Information for participants who were successfully imported appears on the Successfully Imported tab. 

Information for participants who were not successfully imported appears on the Errors - Not Imported tab, along with the reason for each error.

8. If there were errors, you can click Go Back, click Remove File, and then upload a corrected participant file. 

9. If there were no errors, or if you choose not to correct errors, click Continue With Imported Only.

The workflow updates to display key fields for the uploaded group.

10. Select dates for the Participant Invite Date, Nomination Deadline, and Survey End Date fields.

Note: If you want to invite the participants immediately, select Immediately for the Participant Invite Date.

11. Click the Group Name box, then type a name for the group.

12. Click Launch Group.

The process completes. If you specified a Participant Invite Date, each participant in the new group appears on the Pending Participant Invite tab. If you selected Immediately for the Participant Invite Date, the participants appear on the Nomination Period tab.

Filter by Group

When you have multiple groups of participants, you can quickly apply a filter to display only the participants for a specific group.

1. Navigate to the Participants phase. 

From the Event Builder:

1. Click Participants in the left panel. 

From Listen:

1. Click Manage Event for the event you want to work with.

The Event Builder opens, displaying the Participants page with the Pending Participant Invite tab active.

2. Click +Add Filters

The Add Filters dialog box appears.

3. Select the Group Name checkbox, then click Add Filters.

The Group Name filter appears in the Filters section near the top of the screen.

4. Click the Group Name filter.

The Enter a Value dialog box appears.

5. Type the name of the group you want to filter by in the Enter a Value box, then click Apply.

The filter is applied and only the participants for the group you specified display on screen.

6. To clear the filter, click Clear Filters.