Add people to a campaign
Purpose
Put the people being assessed into a campaign, and put reviewers alongside them.
Who this is for
Account administrators and campaign managers.
Before you start
- The campaign exists. See Create a campaign.
- You know the difference between the two kinds of person here: a participant is being assessed; an auditor reviews someone else's answers. Auditors must already be members of the account before you can assign them.
Everything below lives on one screen: open the campaign, then the Participants & Roles tab. That tab has five sub-tabs — participants list, user invitations, campaign roles, auditor assignments, communications.
Add participants
On the participants list sub-tab, use the + button at the right of the filter bar. The bar wraps onto a second row on a narrow window rather than pushing that button out of sight.
Someone already in your account. The Existing User tab lists your account's members — everyone with an email address who is not already a participant here. Choose one and select Add. The toggle beneath decides whether they must complete the default registration first: leave it OFF and they join as Active, turn it ON and they join as Invited.
A member with no email address on file is not offered. A participant is identified by their email address, so there is nothing to add without one.
Someone new. Choose the New User tab, enter their email address, and optionally a first and last name, an Organisation, a value for each of your label groups, and an Email language. Choose Add. They are created with status Invited. The language defaults to Not stated, which is not the same as English: somebody who has stated nothing is written to in both of your account's languages rather than one guessed at. See What language your emails go out in.
Organisation is a typed field with a suggestion list, and the suggestion list is the point: it offers the spellings this campaign's roster already carries, so the second person from an employer is recorded under the same name as the first. You can still type one nobody has used — the first person from a new employer has to be able to. What that link is for, and how spellings fold together, is under The organisation on a participant's row below.
The label selects appear one per label group your account maintains whose
applicability includes participants; an account with none sees none. Choosing a value
puts that group's chip on the roster row, exactly as the label.<group> import column
does. Leaving one on Not stated says nothing rather than guessing, and nothing is ever
added to a label group to fit a choice — the options are the labels you already have.
A whole list at once. On the same New User tab, use Bulk add or import
(optional). It takes either a plain list of addresses — comma, semicolon or newline
separated — or a CSV with a header row, where email is the only required column and
first name, last name, organisation, participant class, labels, label-group columns,
language and more may join it. Re-importing the same list updates the rows it matches rather than adding
second copies.
Label-group columns. A column headed label.<group> files each person under one of
your own label groups: label.department with "Public works" in the cell puts the chip
department:public_works on their roster row. The group name is written as one word with
later words capitalised, so a group called "Service area" is headed label.serviceArea;
label:department and labels.department head the same column. Several values in one
cell are separated with |. A plain labels column is unchanged and still means what it
always did — a free-form list of your own chips, with nothing to exist first.
If this campaign has an assessment answered by an organisation or a group, adding someone without one warns you before the row is saved: a person with no organisation (or no label, for a group-answered assessment) has nothing to open, and would land on their "My assessments" page with no explanation. Set the missing fact, or tick Add them anyway — I understand they will see no open assessments until this is fixed to add the row regardless. The same check runs on a bulk import, naming how many pasted rows would be affected. You can always fix a row afterwards — see Editing a participant's details and organisation below.
A label.* cell your taxonomy cannot place never fails the row: the person is
imported without that chip and the report's notice column says which cell was ignored
and why — either the group is not one you have, or that value is not one of its labels.
Nothing is added to your label groups to make a cell fit, because the groups are the
controlled lists your reports filter on. This is deliberately unlike a mistyped
province or participant class, which do fail the row: those are closed lists the whole
programme reports against, and a person filed wrongly on one of them is hard to find
again. A missing chip is fixed by adding the label under Labels and re-importing.
The participant class keeps its own participantClass column and cannot be set through
label.participantClass — one row must not be able to state two classes.
The language column takes en, fr, pt-BR or es (lang, locale,
emailLanguage and preferredLanguage head the same column). A spelling the product
does not recognise never fails the row — unlike a bad status or an unknown
participant class, which do. The person is imported with their language unstated, and
the report says which cell was ignored in its notice column. Refusing a four-hundred
row wave over one cell would cost more than the message it saves.
The controls underneath the box decide what the people you add hear about it, and they apply to the single person above the box as well as to anything pasted into it. Email an invitation now is a checkbox, on by default: adding someone and telling them about it are the same act unless you turn it off. Leave it off and the rows are added quietly, with nobody contacted. With it on, two more controls appear — Chase anyone who already has an invitation and Invitation valid for (days, optional).
Someone who already holds a live invitation is not sent a second one: a second link
would work independently of the first, so re-uploading a corrected list never
double-invites anybody. Their row reads pending_invitation_exists and is left alone.
Chase anyone who already has an invitation is how you ask for them to be chased
anyway. It is off by default, and it is worth understanding before you tick it:
- The chase is the same Resend the user invitations sub-tab offers, one person at a time. It re-uses the existing invitation rather than minting a second, and it mints a fresh link — so the one already in their inbox stops working.
- It can be held back, per person, and the report says which: an identical message went out moments ago (wait a few minutes — the link they hold still works, and nothing was changed), the address is on the suppression list (no message will reach them until somebody delists it, so pass the link on another way), or the resend was refused (most often because that one invitation has already been resent five times this hour).
- Adding people to the roster and chasing them are separate steps behind the scenes: the list is saved first, so a chase that is refused never costs you the import.
Choosing Add opens a per-row import report — what was created, what was updated, who
was emailed, who was chased and what came of it, what was refused and why — with
Download report (CSV) and Done. The CSV carries the same detail, with the
chase's own sentence — and any cell the parser ignored — in a notice column.
Participants are not credentialed accounts and no password is set here. Anyone who needs to sign in does so with their BIMei account.
Work with the participant list
The filter bar gives you page size, and filters for role, status, label and auditor, plus a working search box over name, email and id. Switch between Card view and Table view, and use the Configure Columns control to choose which columns show (and to add your own custom column). One of them is Language — what language this person's emails go out in, or "Not stated".
Each row's ⋮ menu offers:
- View scorecards — that participant's report page.
- Download XLSX Report — a spreadsheet of their submissions.
- Edit details — see below.
- Preview as respondent — see below.
- Labels — the participant class and any free-form labels.
- Status transitions appropriate to where they are (Invited → Active, Active → Suspended, and so on).
- Remove from Campaign.
A small warning icon beside a participant's name means this campaign has an organisation- or group-answered assessment and this row carries neither. Use Edit details to set it.
Editing a participant's details and organisation
Edit details, on a row's ⋮ menu, opens a small form for that person's first name, last name and organisation. Change the organisation the same way you would set it on the add form — the same suggestion list of spellings already in this campaign's roster applies. Saving re-checks that person's availability for every organisation-unit assessment in this campaign, so linking them to an organisation can open assessments that were unavailable a moment ago (and clearing it can close them again). Labels are edited separately, through the row's Labels action.
Seeing what a participant sees
Preview as respondent, on a row's ⋮ menu, opens a read-only copy of that person's own assessments page: the same cards they see, in the language their emails go out in, with whatever their results page would say about released or withheld results. It is a picture, not a login — you are not signed in as them, nothing on the preview submits, opens a questionnaire, creates a participant link or withdraws anyone, and the buttons are shown disabled to say so. You need the same permission that lets you edit a participant, and each preview is recorded in the audit log against your name. Walk-up responses with no email address have no assessments page of their own, so the action is not offered on those rows.
Selecting rows reveals five bulk buttons: Assign Supervisor, Apply label, Send follow-up (only if you may send communications), Email links and Add to CRM. With nothing selected, the last reads Add all to CRM — see Push people into CRM contacts.
Assign an auditor
- On the participants list, tick the participants the auditor should cover.
- Choose Assign Supervisor (n).
- Search for the member by name or label, choose them, then pick the role to grant under Select Granular Role.
- Confirm.
Each assignment is a role granted at participant scope, so an auditor sees exactly the people you selected and nobody else. Review the result on the auditor assignments sub-tab, where you can also revoke an assignment.
The campaign roles sub-tab is the equivalent for whole-campaign grants — someone who should see the entire campaign rather than named participants.
Invite people to sign in
The user invitations sub-tab lists invitations scoped to this campaign and lets you resend or revoke them. Its own Add people button opens the same dialog described above, on the New User tab — there is one "add a person" dialog in this product, not one per screen, and every entry point into it writes through the same request. Use it when participants need to sign in rather than answer an anonymous public link; the list here updates once the roster write that minted the invitation lands.
What the invitation carries
The invitation email greets the recipient by name (when you have one on file), names the account, campaign or assessment they are being asked into, states the role and the link's expiry, and carries their own signed links to start. It does not carry an answer to any question in the assessment itself - not a project reference, not a milestone, not anything else a respondent is asked to type. If a questionnaire asks for a value "as agreed with your team" or similar (the project-team assessment's project reference is the current example), the invitation is not where that value comes from: agree it with the people you are inviting through your own channel (email thread, kickoff meeting, shared document) before the wave opens, so everyone answering about the same project types the same string.
Message the group
The communications sub-tab composes messages to the participants of this campaign, with the participant list pre-loaded as the recipient set.
For a nudge rather than a message, the campaign header has Send reminders (n), where n is the number of participants who have not finished. The button is hidden entirely if you lack permission to send; with nobody outstanding it drops the count and reads Send reminders, disabled. Choosing it opens the same follow-up dialog as the Send follow-up bulk button above — there is one dialog, not two — defaulted to everyone who still owes an assessment.
Choosing who a wave reaches
The follow-up dialog always shows an audience picker before it lets you send anything:
- Everyone who still owes an assessment (the default — what the header count means).
- A segment — pick the axis (province, sector, organisation size, and so on) and then the value.
- A funnel stage — invited, registered or started. (Completed people are never a target; the campaign is not chasing them.)
- Pick people — a searchable, tickable list of named roster rows, for "just these two".
Whichever you choose, a Who this reaches list appears with the actual names and addresses — not masked, because you already hold this roster — and it updates the instant you change the audience. The count that decides whether Send is enabled still comes from the server's own preview a moment later, because it additionally knows things this list does not (who was reminded too recently, whose address is suppressed).
Writing the message
The message box adds the recipient's own greeting and their signed links automatically — do not type either yourself. If you type a leading line like "Hello," or "Bonjour," anyway, it is quietly removed when you leave the field, with a note explaining why. A Quick start picker offers two or three ready-made texts, in English and French, that you can choose and then edit; a separate Template picker (only visible if you may view communication templates) fills the same two fields from a saved template and records which one you used.
The organisation on a participant's row
When you give somebody an organisation — the organisation column of an import, the
field on the add form, or the free-text affiliation — the platform does not just
store the words. It looks for an organisation of that name in your account, creates one
if it has never seen it, and links the person to it. Everything that reports by
organisation then groups on that row rather than on the spelling somebody typed.
How spellings fold together
Two people can write the same employer differently and still land on the same organisation. Before matching, a name is trimmed, its runs of spaces collapsed to one, its accents removed and its letters lower-cased. So all of these are ONE organisation:
Ville de MontrealVille de MontréalVILLE DE MONTREALVille de Montreal
The name you see is the FIRST one that was written. A later spelling joins the organisation; it never rewrites its name.
What does NOT fold: punctuation, legal suffixes and extra words. Acme and Acme Inc.
are two organisations, and so are Acme and Groupe Acme. That is deliberate — joining
two firms that are genuinely different is not something this release can undo.
Fixing a name
If the stored name is the wrong spelling — the first import shouted it, say — rename the
organisation through the API: PATCH /api/v1/accounts/{accountId}/organisations/{organisationId}
with {"name": "Ville de Montréal"}. You need the same permission that lets you edit a
participant. GET /api/v1/accounts/{accountId}/organisations lists them with their ids.
A rename changes only what is displayed. It does not change how names match, so people who wrote the old spelling stay on the same organisation, and so will anybody who writes it tomorrow.
What this release cannot do yet
There is no way to SPLIT one organisation into two, or to MERGE two into one, from the product. If two genuinely different employers have folded together, or one employer has ended up as two rows because the names differ by more than accents and case, raise it rather than trying to fix it by editing people's rows.
What happens next
- Participants appear in the campaign counts and, once they submit, in scorecards and exports.
- Auditors see their new assignments the next time they open the Auditor Workspace.
Limits and gotchas
- Adding a participant emails them an invitation by default (Email an invitation now, above the Add button). Turn it off if you want to build the roster first and invite people later, or use reminders once they are on it.
- Removing a participant from the campaign does not delete submissions they already made.