Step 4: Campaign Participants
3 min
Roster provides two ways to add campaign participants: automatically including everyone from selected programs, or hand-picking specific ambassadors. For standard opt-in campaigns, you can also set a join limit that caps how many ambassadors can join, and the campaign's Join By Date affects how long you can keep adding participants.
Step-by-step instructions
Open the participants step
- Open your campaign and go to the Participants step (or the Participants tab on the campaign dashboard).
- Click Add participants to choose how you want to add ambassadors.
Choose how to add participants
When you click Add participants, you'll pick one of two options:
- Add from Programs (recommended): Automatically include all members from the programs you select.
- Add individual participants: Manually select specific ambassadors from a list.
Add from programs (recommended)
- Select Add from Programs (recommended).
- Choose one or more programs whose members should take part in the campaign.
- Save. All current members of those programs are added to the campaign, and members who join those programs later are pulled in automatically — so you don't have to keep adding people by hand.
Add individual participants
- Select Add individual participants.
- Use the search bar and filters to narrow the list of ambassadors.
- Check the ambassadors you want to add. You can select individuals, or select everyone across pages.
- Click Add to add the selected ambassadors to the campaign.
Note: If the campaign has a participant limit, Roster shows how many spots remain and will flag when your selection is larger than the number of remaining spots.
Set a join limit (optional)
- On standard opt-in campaigns, click Set join limit, enter the maximum number of ambassadors allowed to join under Maximum allowed to join, then click Save. This option isn't available on campaigns that automatically add everyone from a program.
- A banner shows your progress — for example, Join limit: 0 / 25 — and how many spots remain. Only ambassadors who actually join count toward the limit, so you can still invite more people than the limit allows.
- Once the campaign is full, invited ambassadors who didn't join see that it's full, and the Campaign Invite and Reminder to Join emails pause until a spot opens up.
- Click Edit in the banner to change the limit at any time, or Remove limit to allow unlimited joins. You can't set the limit below the number of ambassadors who have already joined — remove a participant first to free up a spot.
Adding participants and the join by date
- You can add participants up until the campaign's Join By Date.
- After that date passes, the Add participants option is closed, ambassadors can no longer join on their own, and the campaign shows a Join closed label.
- Participants who already joined are not affected — they stay in the campaign and can keep working on their deliverables.
- The join by date is set on the campaign's duration settings. See Step 1: Campaign Details to add or adjust it.
Need help?
If you need any additional assistance with with your Roster account, feel free to contact our support team at [email protected]. We're here to help!