--- title: Manage campaign participants slug: manage-campaign-participants description: Managing campaign participants within a campaign dashboard is a crucial aspect of effectively running ambassador programs on the Roster platform. docTags: createdAt: 2024-12-04T19:17:24.159Z --- 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 ::::WorkflowBlock :::WorkflowBlockItem ### Navigate to the participants tab 1. Select `Campaigns` from the left-hand navigation menu and open the campaign you want to manage. 2. Click the `Participants` tab to see the list of everyone invited to the campaign. ::: :::WorkflowBlockItem ### Review participant details 1. 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. 2. Review the total number of submissions and the related stats for each participant. ::: :::WorkflowBlockItem ### 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. ::: :::WorkflowBlockItem ### Investigate submissions 1. Click the submission percentage next to a participant to open their detail sidebar. 2. Review pending submissions that need approval and view the content they have already submitted, along with their join date and campaign progress. ::: :::WorkflowBlockItem ### Select participants and perform actions 1. Select participants individually, or use` Select all` for bulk actions. 2. 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. ::: :::WorkflowBlockItem ### 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](https://docs.getroster.com/step-1-campaign-details) to add or adjust it. ::: :::WorkflowBlockItem ### 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.](https://docs.getroster.com/step-4-campaign-participants) ::: :::: *** ## Need help? If you need any additional assistance with with your Roster account, feel free to contact our support team at [support@getroster.com](mailto\:support@getroster.com). We're here to help!