This guide will walk you through the essential steps to enrol users and activate your review cycle with confidence. We'll cover setting your review to draft mode, adding participants efficiently, and launching the review when you're ready.
Setting your review to draft mode
Before you start adding users, it's a good idea to set your review to draft status. This ensures that the review isn't yet visible to participants whilst you're still configuring everything.
Navigate to your review from the admin dashboard
Click into the edit settings section
Under cycle status, change the status to draft
Save your changes
With the review in draft mode, you can add users without triggering any notifications or making the review visible on their dashboards.
Viewing current participants
Once you're in your review, you'll want to see who's already enrolled.
Click on the Enrollment tab at the top of the review page
Review the list of users currently added to the review
Note that any test users or previous participants will be shown here
Adding new participants
Now you're ready to add users to your review. The system gives you flexible options for selecting participants.
Click the add new participants button on the right side of the screen
The user launcher will appear, showing all available users (excluding those already enrolled)
Select users from the left panel to move them to the right panel in one of these ways:
Add individuals one by one by clicking on their names
Click add all to include everyone, then remove any exceptions
Use filters (such as role or department) to narrow down the list, then add the filtered group
Review your selection in the right panel
Remove any users you don't want included by clicking the remove option next to their name
When you're satisfied with the list, click add participants
The selected users will now appear in your review enrolment list. Remember, because the review is still in draft mode, no emails are sent and users won't see the review yet.
Managing your participant list
After adding users, you can continue to refine your list before launching.
From the enrollment view, click the pencil icon next to any user's name to edit participation
Choose to either:
Delete the user from the review entirely
Set their status to inactive if you want to keep their record but prevent them from receiving notifications
Save your changes
You can continue adding and removing users until you're completely happy with the participant list.
Activating your review
Once you're satisfied with your participant list and review configuration, you're ready to launch.
Return to the review overview page
Click the activate button
The system will run through a checklist:
Critical items (such as users being enrolled and pages configured) must be completed before you can activate
Recommended items (such as email notifications) will show as amber warnings but won't prevent activation
Choose whether to send the initiation email to participants
Tick the option to lock the review once activated (recommended to prevent accidental changes)
Click activate to confirm
The review status will update to active and, if you selected this option, initiation emails will be queued for sending. Emails are sent gradually to avoid triggering spam filters, so you may see a notification that emails are being processed. This should clear within a few minutes.
Managing enrolment after launch
Even after your review is active, you can still manage participants.
Click into the Enrollment section of your active review
View where each participant is in the review process
Continue to add new participants using the add new participants button (they'll receive the initiation email when added)
Remove or deactivate users as needed using the edit participation option
The video above demonstrates each of these steps, showing you exactly where to click and what to expect at each stage. If you have any questions, use the help icon in the admin section to access support resources.