Sometimes you'll need to move someone back to a previous step - perhaps they need to revise their input, or a reviewer needs more time. This guide walks you through how to adjust user steps, change participation status, and manage the review journey for your team.
Moving a user between review steps
The enrolment dashboard is your control centre for managing who's in a review and where they are in the process.
Navigate to the Reviews Dashboard from your admin menu
Click on Enrolment to view all users currently active in the review
You'll see a list showing each user's current step, progress, and participation status
To move someone back to an earlier step or forward to the next one:
Locate the user in the enrolment list
Click the Edit Participation icon (the pencil icon on the right)
In the participation settings, you'll see the current step at the top
Use the dropdown to select the step you want to move the user to (e.g., Step 1, Step 2)
Click Save to update the user's status
The change takes effect immediately, and the user will now be able to access the relevant step. The dashboard will update in real-time to reflect the new step. You'll also see step-specific actions become available—for instance, at Step 1, you can send the initiation email; at Step 2, you can regenerate the PDF or send step-specific emails.
Note: No emails are sent when admins move users between steps. To trigger the step email, click Edit Participation and select "Send step email".
Understanding step actions
Each review step has different actions available, depending on what's configured for that step.
Step 1 actions: Send initiation email, make user inactive or complete, or move to Step 2
Step 2 actions: Regenerate the PDF report, send step-specific emails, or move back to Step 1
These options appear dynamically based on the user's current step, so you'll always see relevant actions for where they are in the review.
Moving multiple users in bulk
If you need to move several users to the same step, you can do this in bulk rather than updating them individually.
In the enrolment list, tick the checkboxes next to the users you want to update
Once you've selected users, bulk action options will appear at the top of the page
Click Assign Step
Select the step you want to assign (e.g., Step 2)
Confirm the change
All selected users will be moved to the chosen step simultaneously. This is particularly useful when you need to reset a group of users or move an entire cohort forward together.
Changing participation status in a review
Beyond moving users between steps, you can also adjust their overall participation in the review.
Active: The user is participating normally in the review
Inactive: Temporarily remove the user from the review whilst retaining their data
Complete: Mark the user's review as finished
Delete participation: Permanently remove the user and all their review data
To change status, click Edit Participation for the user and select the appropriate status from the options available.
Regenerating PDF reports within reviews
If a user has made updates to their review and you need to refresh their PDF report, you can regenerate it at any step.
Find the user in the enrolment list
Ensure they're at Step 2 or the relevant report-generation step
Click the action menu and select Regenerate PDF
The system will create an updated report reflecting the latest review data. This is useful when changes have been made after the initial report was generated.