Manage campaign participants

3 min

Managing campaign participants is a crucial part of running ambassador programs on Roster. The Participants tab in the campaign dashboard lets you view, filter, sort, and act on everyone invited to a campaign, making it easier to track participation status, review submissions, and keep ambassadors engaged. This guide walks you through the participant-management features in a campaign dashboard.

Step-by-step instructions

Navigate to the participants tab

Select Campaigns from the left-hand navigation menu and open the campaign you want to manage.

Click the Participants tab to see the list of everyone invited to the campaign.

Review participant details

View each ambassador's name and current status in the campaign. Statuses include:

Invite sent: the invite has been sent but not yet opened.

Joined: the ambassador has joined but not yet completed the campaign.

Completed: the ambassador has finished the campaign requirements.

Review the total number of submissions and the related stats for each participant.

Filter and sort participants

Use the status filter to narrow the list, for example invite sent, invite opened, joined, or completed. This makes it easy to target a group, such as everyone who still needs a reminder.

Sort participants to surface top contributors: most submissions, most recent submission, top likes, top comments, or most engagement.

Use the search bar to find a specific ambassador by name.

Investigate submissions

Click the submission percentage next to a participant to open their detail sidebar.

Review pending submissions that need approval and view the content they have already submitted, along with their join date and campaign progress.

Select participants and perform actions

Select participants individually, or use Select all for bulk actions.

Open the Action dropdown to choose what to do:

Re-send Invite: re-invite ambassadors who have not responded.

Send a One-Off Email: message a participant or group directly.

Remove from Campaign: take a participant out of the campaign.

Assign Contact Owner: set or update the point of contact.

Edit Properties: update ambassador properties.

Add / Remove Tags: organize ambassadors with tags. For example, in a product-seeding campaign you could tag participants who redeemed a product but did not complete the campaign, so you remember not to add them to future campaigns.

Track the Join By Date (if one is set)

If the campaign has a Join By Date, ambassadors who were invited but didn't join before that date show an Enrollment Closed label next to their status. This tells you they can no longer join — unlike ambassadors who simply haven't joined yet.

Once the Join By Date has passed, the Re-send Invite action is disabled, since an invite would arrive too late to be useful. The tooltip explains that enrollment is closed because the Join By Date has passed.

As the Join By Date approaches (within 3 days), a warning appears next to Re-send Invite so you don't send invitations that leave ambassadors little time to join.

Extending the Join By Date to a future date reopens enrollment and clears the Enrollment Closed labels. The Join By Date is set in campaign setup. See Step 1: Campaign Details to add or adjust it.

Track the join limit (if one is set)

If a join limit was set during campaign setup, a banner appears above the participants list showing your progress — for example, Join limit: 18 / 25 — along with how many spots remain and a progress bar that turns green when the campaign is full.

When the campaign is full, the banner notes that the Campaign Invite and Reminder to Join emails are paused, and the Re-send Invite action is disabled until a spot opens up.

Removing a participant from the Action dropdown frees up a spot — the count drops, the paused emails resume, and another ambassador can join.

To change or remove the limit, edit it from the campaign setup step. See Step 4: Campaign Participants.

Need help?

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