Track recruitment progress
Purpose
See how many of the people a campaign set out to reach have actually finished, and work out who is left to chase.
Who this is for
Account administrators, campaign managers, and campaign auditors — anyone holding the campaign view or campaign-roster view permission.
The two surfaces, and which one is live
There are two places recruitment progress appears, and they are deliberately not the same thing.
| Surface | What it answers | How fresh |
|---|---|---|
| Recruitment progress tile on the workspace dashboard | How is the whole account doing, campaign by campaign? | Up to 30 seconds behind |
| Campaign → Engagement tab | Who exactly is left to chase in this campaign? | Live — read fresh every time you open it |
The overview tile is cached on the server for up to thirty seconds so that a dashboard load makes one request instead of one per campaign. Nothing on it is worth acting on within thirty seconds of it happening — it is a set of progress bars — and every campaign name on it is a link into that campaign's Engagement tab, which is not cached at all. If you are deciding who to send a follow-up to, you are on the Engagement tab, and the numbers there are current.
A consequence worth knowing: the app runs on several servers, each holding its own copy for its own thirty seconds. Two dashboard loads a few seconds apart can legitimately show numbers one refresh apart. Reload again, or open the campaign.
Reading the dashboard tile
Each line is one campaign:
- "9 completed of 20 on the roster" — completed is people who have finished what the campaign asks of them; the roster is everybody the campaign holds, however they arrived. Both sides are counted per person, so someone who was invited at a work address and later joined with a personal one is one person on both sides.
What "finished" means — two rules, and which one your campaign uses
There are two, and a campaign uses exactly one of them. You can tell which by looking at a person's row on the roster: it reads either "2 of 3 delivered" or "2 of 2 mandatory, 1 optional done".
A campaign without an assessment flow: everything counts. Somebody is finished when they have delivered every assessment the campaign is asking for — every one that is not still a draft, including any you have since closed. Closing a wave down does not un-finish the people who completed it, and a campaign whose assessments are all drafts finishes nobody: it is asking for nothing yet, which is not the same as everybody being done.
A campaign WITH an assessment flow: the mandatory ones count. Once a campaign publishes a flow, each assessment is mandatory, optional, locked or not offered at all, and that can differ from person to person — that is the point of a flow. Somebody is finished when every mandatory assessment offered to them is done. Three consequences are worth knowing:
- Optional assessments never hold anybody back, and nobody is chased for one. They are a choice you have offered. The roster reports them beside the ratio ("…, 1 optional done") rather than inside it, so a person who did extra work never looks less finished than a colleague who did not.
- A colleague's answer can be your answer. Where an assessment is answered by an organisation or a department rather than by a person, the unit files it once; everybody linked to that unit is finished for it, and their row says who actually answered.
- "Locked" is not "done". An assessment waiting on a rule that has not run yet — because nobody in the unit has finished the assessment it depends on — leaves the person In progress, not Completed. Nobody is emailed about it either: they cannot open it yet.
Publishing a new assessment never takes a completion away. If you add a mandatory assessment to a running campaign, the people who had already finished stay Completed, and the new work shows beside their status as "new, outstanding". It is an offer, not a demotion — and a reminder can invite them to it without telling them they are unfinished.
- "50% of target" — completed, divided by the recruitment targets you set on the Engagement tab. It is measured against one axis: the first one that carries any target at all. Adding up the targets on every axis would count the same people several times over. If you have set no targets, the badge reads No target — the campaign is not failing, nobody has said what success is.
What the tile does not show
It draws at most ten campaigns. When there are more, the heading says so — "Showing 10 of 14 campaigns — open a campaign for the rest." It is a tile on a dashboard, not a report; the full picture per campaign is in that campaign.
It leaves out campaigns you are not allowed to read, and does not count them in that "of 14". If your role is granted on one wave rather than on the whole account, the tile shows your wave and the number it names is the number you can see. This is deliberate: showing someone else's wave as "0 of 0" would report a campaign that is running perfectly well as one that has recruited nobody.
Limits and gotchas
- The tile is not a report. There is no export from it. The Engagement tab has one (Export), and that file is the roster with names, addresses, consent state and reminder history — a separate permission, deliberately.
- A campaign with no roster shows zeros, not an error. A Draft campaign nobody has been added to yet is legitimately "0 completed of 0".
- The percentage can exceed 100%. Over-recruiting a segment is a real outcome, not an arithmetic fault.
Related
docs/product/add-people-to-a-campaign.md— building the roster the numbers countdocs/product/review-campaign-analytics-and-logs.md— the other four views of a campaign, and what each of them answers