Participant Management
This document covers adding, managing, and maintaining participants in review campaigns.
Overview
Participant management involves defining who will be reviewed and who will do the reviewing. Each review requires an employee (the person being reviewed) and at least one evaluator (typically their manager).
Understanding Participants
Participant Types
| Type | Role | Description |
|---|---|---|
| Self (Employee) | Person being reviewed | Completes self-assessment |
| Main Evaluator | Primary reviewer | Manager who evaluates and conducts interview |
| Secondary Evaluator | Additional reviewer | Optional second perspective (project lead, peer, etc.) |
Participant Relationships
REVIEW STRUCTURE
Review for Alice Chen
├── Self: Alice Chen (Software Engineer)
│ └── Completes: Self-evaluation form
│
├── Main Evaluator: Bob Smith (Engineering Manager)
│ ├── Completes: Evaluation form
│ ├── Can: Lock/unlock during interview
│ └── Can: Add secondary evaluator
│
└── Secondary Evaluator: Carol Davis (Project Lead) [Optional]
└── Completes: Evaluation form only
Accessing Participant Management
Campaign Detail View
│
└── Participants Section
├── [Add Participants] button
├── Participants table
└── Inline actions per participant
Participants Table
Table View
┌─────────────────────────────────────────────────────────────────┐
│ PARTICIPANTS [+ Add Participants]│
├─────────────────────────────────────────────────────────────────┤
│ [Search by name...] [Status ▼] [Department ▼] │
├─────────────────────────────────────────────────────────────────┤
│ □ │ NAME │ EMAIL │ STATUS │ PROGRESS │ ⚙ │
├─────────────────────────────────────────────────────────────────┤
│ □ │ Alice Chen │ alice@co.com │ In Progress │ ████░░░░ │ ⋮ │
│ │ → Bob Smith (Evaluator) │ Not Started│ │
│ □ │ Charlie Davis │ charlie@... │ Standby │ ████████ │ ⋮ │
│ │ → Bob Smith (Evaluator) │ In Progress│ │
│ □ │ Diana Evans │ diana@... │ Not Started │ ░░░░░░░░ │ ⋮ │
│ │ → Eva Ford (Evaluator) │ Not Started│ │
├─────────────────────────────────────────────────────────────────┤
│ Showing 1-10 of 150 [< 1 2 ... 15 >]│
└─────────────────────────────────────────────────────────────────┘
Table Columns
| Column | Description |
|---|---|
| Checkbox | Select for bulk actions |
| Name | Employee being reviewed |
| Employee's email address | |
| Status | Current review status |
| Progress | Visual progress bar |
| Evaluator | Assigned reviewer (expandable row) |
| Actions | Inline action menu |
Filtering Options
| Filter | Description |
|---|---|
| Search | Filter by employee name or email |
| Status | Not Started, In Progress, Standby, Done |
| Department | Filter by organizational unit |
| Evaluator | Filter by assigned reviewer |
Adding Participants
Add Participants Modal
┌────────────────────────────────────────────────────────────── ───┐
│ ADD PARTICIPANTS [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ SELECTION METHOD │
│ ┌─────────────────┐ ┌─────────────────┐ │
│ │ 📋 Manual │ │ 🔄 Dynamic │ │
│ │ Selection │ │ Rules │ │
│ └─────────────────┘ └─────────────────┘ │
│ │
│ EMPLOYEE SELECTION │
│ [Search employees...] │
│ │
│ □ Alice Chen Software Engineer Engineering │
│ ☑ Bob Wilson Product Manager Product │
│ ☑ Carol Martinez UX Designer Design │
│ □ David Lee Backend Developer Engineering │
│ │
│ Selected: 2 employees │
│ │
│ EVALUATOR ASSIGNMENT │
│ ○ Use direct manager (automatic) │
│ ● Manually assign evaluators │
│ │
│ [Cancel] [Add 2 Users]│
└─────────────────────────────────────────────────────────────────┘
Method 1: Manual Selection
- Click "Add Participants"
- Select "Manual Selection" tab
- Search and select employees
- Choose evaluator assignment method
- Click "Add Users"
Method 2: Dynamic Rules
┌─────────────────────────────────────────────────────────────────┐
│ DYNAMIC RULES │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Add employees matching these criteria: │
│ │
│ Rule 1: │
│ ┌──────────────┐ ┌──────────┐ ┌────────────────────┐ │
│ │ Department ▼ │ │ = ▼ │ │ Engineering │ │
│ └──────────────┘ └──────────┘ └────────────────────┘ │
│ │
│ [AND ▼] │
│ │
│ Rule 2: │
│ ┌──────────────┐ ┌──────────┐ ┌────────────────────┐ │
│ │ Status ▼ │ │ = ▼ │ │ Active │ │
│ └──────────────┘ └──────────┘ └────────────────────┘ │
│ │
│ [+ Add Rule] │
│ │
│ Preview: 45 employees match these criteria │
│ │
│ [Cancel] [Add 45 Users] │
└─────────────────────────────────────────────────────────────────┘
Available Rule Fields:
- Department
- Location
- Job Title
- Manager
- Employment Status
- Hire Date
- Custom Fields
Evaluator Assignment
Automatic Assignment (Direct Manager)
When selecting "Use direct manager":
- System looks up each employee's manager from HR data
- Manager is automatically assigned as evaluator
- If no manager found, participant flagged for manual assignment
Automatic Assignment Result:
Alice Chen
├── Manager in system: Bob Smith
└── Evaluator assigned: Bob Smith ✓
Charlie Davis
├── Manager in system: (none)
└── Evaluator: ⚠️ Manual assignment required
Manual Assignment
When selecting "Manually assign evaluators":
┌─────────────────────────────────────────────────────────────────┐
│ ASSIGN EVALUATORS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ EMPLOYEE │ EVALUATOR │
│ ───────────────────┼─────────────────────────────────────────── │
│ Alice Chen │ [Select evaluator... ▼] │
│ │ ├── Bob Smith (Direct Manager) │
│ │ ├── Carol Davis (Skip Level) │
│ │ └── [Search more...] │
│ │ │
│ Charlie Davis │ [Bob Smith ▼] ✓ │
│ │ │
│ Diana Evans │ [Eva Ford ▼] ✓ │
│ │
│ ⚠️ 1 employee without evaluator assigned │
│ │
│ [Back] [Confirm] │
└─────────────────────────────────────────────────────────────────┘
Managing Existing Participants
Inline Actions
Each participant row has an actions menu:
┌─────────────────────────────────────────────────────────────────┐
│ Alice Chen [⋮] │
│ │
│ ├── 🔄 Change Evaluator │
│ ├── 👥 Add Second Reviewer │
│ ├── ❌ Cancel Review │
│ ├── 🔓 Reopen Review │
│ └── 👁️ View Review │
└─────────────────────────────────────────────────────────────────┘
Change Evaluator
Replace the assigned evaluator with a different person.
When to Use:
├── Manager changed (reorganization)
├── Manager unavailable (leave, departure)
├── Incorrect initial assignment
└── Workload rebalancing
Restrictions:
├── Cannot change after interview phase starts (in most cases)
├── Requires selecting a valid new evaluator
└── Previous evaluator's work may be lost (if started)
Change Evaluator Modal:
┌─────────────────────────────────────────────────────────────────┐
│ CHANGE EVALUATOR [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ Employee: Alice Chen │
│ Current Evaluator: Bob Smith (In Progress - 50% complete) │
│ │
│ ⚠️ Warning: The current evaluator has already started their │
│ evaluation. Changing evaluators will reset their progress. │
│ │
│ New Evaluator │
│ [Search for evaluator...] │
│ │
│ Recent evaluators in this campaign: │
│ ○ Carol Davis (Design Director) │
│ ○ Eva Ford (Engineering Manager) │
│ ○ Frank Green (VP Product) │
│ │
│ Reason for Change (optional) │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Manager transition - Bob moving to different team ││
│ └────────────────────────── ───────────────────────────────────┘│
│ │
│ [Cancel] [Change Evaluator] │
└─────────────────────────────────────────────────────────────────┘
Add Second Reviewer
Add an additional evaluator for supplementary feedback.
When to Use:
├── Need additional perspective (project lead, peer)
├── Cross-functional feedback
├── Dotted-line reporting relationships
└── 360° feedback scenarios
Restrictions:
├── Only available during reviewer evaluation phase
├── Cannot add after interview phase starts
├── Maximum one secondary evaluator per review
├── Secondary cannot lock/unlock review
Add Second Reviewer Modal:
┌─────────────────────────────────────────────────────────────────┐
│ ADD SECOND REVIEWER [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ Employee: Alice Chen │
│ Main Evaluator: Bob Smith │
│ │
│ Add a secondary reviewer to provide additional perspective. │
│ │
│ Second Reviewer │
│ [Search for reviewer...] │
│ │
│ Suggested: │
│ ○ Carol Davis (Project Lead - works closely with Alice) │
│ ○ David Lee (Tech Lead - same team) │
│ │
│ Relationship │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Project Lead ▼ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ [Cancel] [Add Reviewer] │
└─────────────────────────────────────────────────────────────────┘
Cancel Review
Stop a participant's review (does not delete, marks as cancelled).
When to Use:
├── Employee left the company
├── Added by mistake
├── Campaign scope changed
└── Employee on extended leave
What Happens:
├── Review marked as cancelled
├── Excluded from completion calculations
├── Data preserved for audit
└── Cannot be resumed (use Reopen instead)
Reopen Review
Resume a previously cancelled or completed review.
When to Use:
├── Cancelled by mistake
├── Need to make corrections to completed review
├── Extended deadline scenarios
Restrictions:
├── May require admin approval
├── Some states cannot be reopened
└── Audit trail maintained
Bulk Participant Actions
Selecting Multiple Participants
- Use checkboxes in the table
- Or use "Select All" in header
Available Bulk Actions
┌─────────────────────────────────────────────────────────────────┐
│ BULK ACTIONS 3 participants selected │
├─────────────────────────────────────────────────────────────────┤
│ │
│ [Change Evaluator] [Cancel Reviews] [Send Reminder] [Export]│
│ │
└───────────────────────────────────────────────────────────────── ┘
| Action | Description |
|---|---|
| Change Evaluator | Assign same evaluator to multiple employees |
| Cancel Reviews | Cancel all selected reviews |
| Send Reminder | Notify participants of pending actions |
| Export | Download selected participant data |
Bulk Evaluator Change
For reassigning multiple reviews to a single evaluator:
┌─────────────────────────────────────────────────────────────────┐
│ BULK CHANGE EVALUATOR [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ Selected Employees (3): │
│ ├── Alice Chen (current: Bob Smith) │
│ ├── Charlie Davis (current: Bob Smith) │
│ └── Diana Evans (current: Eva Ford) │
│ │
│ Assign all to: │
│ [Search for evaluator...] │
│ │
│ ○ Carol Davis (Design Director) │
│ ○ Frank Green (VP Engineering) │
│ │
│ ⚠️ 2 of 3 reviews have evaluator work in progress. │
│ Changing will reset that progress. │
│ │
│ [Cancel] [Change All Evaluators] │
└─────────────────────────────────────────────────────────────────┘
Participant Status Tracking
Status Overview
PARTICIPANT STATUS FLOW
┌─────────────┐
│ NOT STARTED │
└──────┬──────┘
│
(starts working)
│
▼
┌─────────────┐
│ IN PROGRESS │
└──────┬──────┘
│
(submits form)
│
▼
┌─────────────┐
│ STANDBY │ ← Waiting for next phase
└──────┬──────┘
│
(interview complete)
│
▼
┌─────────────┐
│ DONE │
└─────────────┘
Status Indicators
| Status | Visual | Meaning |
|---|---|---|
| Not Started | Gray badge, empty progress | Hasn't begun |
| In Progress | Orange badge, partial progress | Actively working |
| Standby | Blue badge, full progress | Submitted, waiting |
| Done | Green badge, complete | Fully finished |
Progress Bar Interpretation
░░░░░░░░ = Not started (0%)
████░░░░ = In progress (~50%)
████████ = Submitted/Standby (100% of current phase)
████████ = Done (100% complete)
Notifications and Reminders
Automatic Notifications
The system sends notifications for:
| Event | Recipients | Timing |
|---|---|---|
| Campaign starts | All participants | On start date |
| Phase changes | Affected participants | When phase transitions |
| Deadline approaching | Incomplete participants | 3 days, 1 day before |
| Review submitted | Evaluator | When employee submits |
| Evaluator assigned | New evaluator | Immediately |
Manual Reminders
Send reminders to participants who haven't completed:
┌─────────────────────────────────────────────────────────────────┐
│ SEND REMINDER [Close]│
├─────────────────────────────────────────────────────────────────┤
│ │
│ Send to: 12 participants with incomplete reviews │
│ │
│ Message Preview: │
│ ┌──────────── ─────────────────────────────────────────────────┐│
│ │ Subject: Reminder: Complete Your Performance Review ││
│ │ ││
│ │ Dear [Name], ││
│ │ ││
│ │ This is a reminder that your performance review for the ││
│ │ "Annual Review 2024" campaign is still pending. ││
│ │ ││
│ │ Deadline: February 28, 2024 ││
│ │ ││
│ │ Please complete your review at your earliest convenience. ││
│ └────────────────────────────────────── ───────────────────────┘│
│ │
│ ☑ Include deadline in message │
│ ☑ Include link to review │
│ │
│ [Cancel] [Send Reminder] │
└─────────────────────────────────────────────────────────────────┘
Participant Reports
Export Participant Data
Export Options:
├── Current Status Report (all participants, current state)
├── Progress Report (completion percentages, dates)
├── Evaluator Assignment Report (who evaluates whom)
└── Full Data Export (all participant data)
Formats:
├── CSV (spreadsheet-compatible)
├── Excel (.xlsx)
└── PDF (formatted report)
Key Metrics
| Metric | Description |
|---|---|
| Total Participants | Number of employees in campaign |
| Completion Rate | % of fully completed reviews |
| Self-Eval Complete | % finished self-evaluations |
| Reviewer Complete | % finished evaluations |
| Average Progress | Overall completion across all |
Best Practices
Adding Participants
DO:
├── Verify employee list before adding
├── Confirm evaluator assignments
├── Use dynamic rules for large groups
└── Communicate to participants before campaign starts
DON'T:
├── Add without confirming evaluators
├── Ignore missing manager assignments
├── Add employees who will be unavailable
└── Skip communication to participants
Managing Evaluators
DO:
├── Assign evaluators who know the employee's work
├── Balance evaluator workload
├── Consider skip-level for senior employees
├── Add second reviewers for critical roles
└── Change evaluators promptly when needed
DON'T:
├── Overload single evaluator with too many reviews
├── Assign evaluators who don't know the employee
├── Wait too long to replace unavailable evaluators
├── Add second reviewers in interview phase
└── Change evaluators without good reason
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Employee not found | Not in system | Add to user management first |
| No manager assigned | Missing HR data | Manually assign evaluator |
| Can't change evaluator | Interview started | Complete current phase first |
| Progress not updating | Browser cache | Refresh page |
| Duplicate participant | Added twice | Remove duplicate entry |
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