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Participants

The Participants view is your command center for managing expert panels. Add participants individually or in bulk, track real-time progress, organize with tag groups, and monitor completion rates—all from one dashboard.

What You See​

Summary Statistics​

Real-time metrics at the top of the dashboard:

  • Total Participants: Everyone added to your study
  • Completed: Participants who finished the survey
  • In Progress: Currently working through responses
  • Not Started: Invited but not yet begun

Updates live as participants engage with your survey.

Participant Table​

Comprehensive table showing:

  • Name: Participant's full name (if provided)
  • Email: Contact email (if provided)
  • UUID: Unique identifier for access links
  • Status: Current participation state (color-coded)
  • Progress: Completion percentage
  • Tags: Group memberships (color badges)
  • Actions: Individual participant menu

Sortable columns: Click headers to sort by any field.

Adding Participants​

Method 1: Individual Addition​

Best for: Small panels, specific expert recruitment

  1. Click Add Participant button
  2. Fill in form:
    • Name (optional)
    • Email (optional)
    • Tags (optional)
  3. Click Add or Add & Send Invitation

Both name and email are optional, enabling fully anonymous participation.

Method 2: CSV Bulk Upload​

Best for: Large panels, existing contact lists, database imports

  1. Click Import CSV button
  2. Download the template
  3. Fill in participant data (name, email columns)
  4. Upload completed CSV
  5. Review import preview
  6. Confirm import

CSV Requirements:

  • UTF-8 encoding
  • Email field optional
  • Max file size: 10MB
  • Max rows: 1,000 (contact support for larger imports)

Import Progress:

  • Progress bar shows upload status
  • Errors display with line numbers
  • Successfully imported participants appear immediately in table

Method 3: Anonymous Participants​

Best for: Sensitive topics, privacy-critical studies, GDPR compliance

How It Works:

  1. Click Add Participant
  2. Leave name and email blank
  3. System generates UUID-only participant
  4. Copy UUID survey link
  5. Share via secure channel (Signal, WhatsApp, etc.)

Benefits:

  • Maximum privacy protection
  • No personal data stored
  • GDPR-friendly
  • Ideal for whistleblowers or sensitive topics

Limitations:

  • Cannot send automated email invitations
  • Manual link distribution required
  • Harder to track individual experts over time

Status System​

Status Indicators​

Each participant shows one of these statuses:

  • Not Started (gray): Added but hasn't accessed survey
  • Invited (blue): Invitation sent, survey not opened
  • Started (yellow): Accessed survey, partial completion
  • Finished Pre-Phase (light green): Completed pre-phase (if enabled)
  • In Progress (orange): Currently working through survey
  • Completed (dark green): Finished all required questions

Status Filtering​

Filter table by status:

  1. Click Status Filter dropdown
  2. Select one or more statuses
  3. Table updates instantly
  4. Clear filter to show all

Tag Groups​

What Are Tag Groups?​

Organize participants into meaningful categories:

Common Uses:

  • Expertise Level: Expert / Intermediate / Novice
  • Organization Type: Academic / Industry / Government / NGO
  • Geographic Region: North America / Europe / Asia-Pacific
  • Role: Researcher / Practitioner / Policymaker / Student

Why Use Tags:

  • Enable stakeholder analysis (compare responses by group)
  • Send targeted communications
  • Ensure panel balance
  • Filter results by expertise

Creating Tag Groups​

  1. Select participants (checkboxes in table)
  2. Click Create Tag Group
  3. Enter name and choose color
  4. Click Create

Tag colors visually distinguish groups in the interface.

Managing Tags​

Assign tags:

  • During individual addition
  • During CSV import
  • After creation via bulk actions

Remove tags:

  • Select participants
  • Click Remove Tags
  • Choose tag groups to remove

Filter by tags:

  • Tag Filter dropdown
  • Select one or more groups
  • View only tagged participants

Participant Actions Menu​

For each participant, click the Actions menu (⋮) to:

View Details​

  • Full participation history
  • All responses (if complete)
  • Activity timeline
  • Tag memberships

Edit Participant​

  • Update name or email
  • Add/remove tags
  • Change metadata

Resend Invitation​

  • Send another invitation email
  • Useful if original was lost
  • Updates invitation timestamp
  • Get direct survey access URL
  • Share via alternative channels
  • Works for both identified and anonymous participants

Delete Participant​

  • Remove from study
  • Deletes all associated responses
  • ⚠️ Warning: Cannot be undone

Bulk Actions​

Selecting Participants​

  • Check individual checkboxes
  • Click header checkbox to select all on current page
  • Use filters, then select all matching

Available Bulk Actions​

Bulk Tag Assignment:

  1. Select participants
  2. Click Assign Tags
  3. Choose tag group(s)
  4. Confirm

Bulk Tag Removal:

  1. Select participants
  2. Click Remove Tags
  3. Choose tag group(s)
  4. Confirm

Bulk Delete:

  1. Select participants
  2. Click Delete Selected
  3. ⚠️ Confirm deletion (deletes responses too)

Search and Filtering​

Find participants by:

  • Name (partial or full match)
  • Email address
  • UUID (partial match)
  • Tag names

Examples:

  • "Smith" → All participants with "Smith" in name
  • "@university.edu" → All from that domain
  • "expert" → All with "expert" tag

Advanced Filtering​

Combine multiple filters:

  • Status filter (only completed)
  • Tag filter (only "Academic")
  • Search (specific names within filtered results)

Clear filters: Reset button returns to full table.

Tracking Progress​

Progress Indicators​

For each participant:

  • Completion %: 0-100% of survey finished
  • Last Activity: Timestamp of recent interaction
  • Response Count: Questions answered
  • Time Spent: Total time in survey

Real-Time Updates​

Table refreshes automatically:

  • New responses appear immediately
  • Status changes reflect instantly
  • Progress bars update live

Manual refresh: Click refresh button to force update.

Export Participant Data​

Download participant data for external analysis:

  1. Click Export Participants
  2. Choose format:
    • CSV: Spreadsheet analysis
    • Excel: With formatting
    • JSON: Programmatic use
  3. Select fields:
    • Name, email, UUID
    • Status, progress
    • Tags, timestamps
  4. Download file

Pre-Phase vs. Main Phase​

If your project uses pre-phase:

Pre-Phase Participants:

  • Separate completion tracking
  • "Finished Pre-Phase" status
  • Can transition to main survey

Main Phase Participants:

  • Standard Delphi completion
  • Real-time feedback (if enabled)
  • Final completion status

Statistics show both: Dashboard tracks pre-phase and main-phase progress separately.

Subscription Quotas​

Participant limits by plan:

  • Starter: 30 participants
  • Basic: 1,000 participants
  • Pro: Unlimited

At quota limit:

  • Cannot add more participants
  • Existing participants can still complete survey
  • Upgrade prompt appears

Privacy & GDPR​

Data Protection:

  • Minimal data collection (only what's necessary)
  • Anonymous options (UUID-only)
  • Data encryption at rest
  • Access controls (owner-only)
  • Right to deletion

Anonymous Participation:

  • No names or emails stored
  • UUID-only links
  • No IP tracking
  • Maximum privacy

Data Retention:

  • Active projects: Retained indefinitely
  • Completed projects: Per your settings
  • Deleted projects: Data removed within 30 days

Best Practices​

Panel Recruitment​

  1. Define inclusion criteria before adding participants
  2. Balance stakeholder groups with tags
  3. Target 10-50 participants for most studies
  4. Recruit 20-30% more than needed (account for dropouts)

Data Management​

  1. Test with pilot group (3-5 participants) first
  2. Verify CSV imports for errors
  3. Export regularly as backup
  4. Use anonymous mode for sensitive topics
  5. Document what each tag group represents

Engagement​

  1. Monitor progress daily
  2. Identify stuck participants
  3. Celebrate early completers
  4. Provide study updates
  5. Respond to questions promptly

Learn More​

See Also​