In general, you should encourage participants to register themselves so they can provide accurate demographic information and consent to participate. However, there may be a scenario in which you need to add them yourself, in which case you can manually import them or invite participants into your database.
Invite a participant
Inviting a participant is a manual option, and you can only do one participant at a time.
Go to Participants in the main menu.
Select Invite a participant from the Add Participants dropdown menu.
Enter their Email address and select Send Invite. If the email was sent, you’ll see a green success message.
The first part of the email will be used as the participant’s username and they will be pending activation until they submit the registration form.
You can also select Customize the invitation email to go to Site Settings > Messages & Notifications, where you can edit a range of notifications. The Notification used here is Complete registration, which contains a link to the Signup Form for them to complete.
If you receive an error, it may be because the participant’s email is already registered in the database. You can search for the email in your Participants list to confirm this and take action from there. You may need to:
Unblock them if they are blocked
Resend the activation email if they’re pending activation
Downgrade their account if they have previously been an admin
Notify them directly of which email is listed and how to reset their password
Import Participants
The other option is to manually bulk import participants. You can use this option if you have a list of emails collected offline or from a previous database.
There are a few things to know before trying this, particularly concerns around consent and privacy; please read Bulk Importing Participants into EngagementHQ for the complete checklist and instructions.