Participants

The Participants page is the day-to-day management view for a session. It shows every participant along with their form status, invitation status, and contact details. From here you can invite new participants, track progress, review forms, send reminders, and import from a file.

URL: https://app.healthforms.io/manage/sessions/{sessionId}/manage

Required role: Any session or participant role

The Participants Grid

The grid shows all participants for the current session. Columns:

Grid Features

• Search: Type in the search box (top right) to filter by name or any visible text
• Filter row: Enter values in the row below column headers to filter specific columns
• Header filters: Click the filter icon in any column header for dropdown-based filtering
• Group by column: Drag a column header to the group panel to group participants; right-click column headers for group options
• Column chooser: Click the column chooser button in the action menu to show or hide columns
• Sorting: Click column headers to sort; Shift-click for multi-column sort

The grid updates in real time — when a participant accepts an invitation or submits a form, their row refreshes automatically.

Actions

Access actions from the action menu bar at the top of the grid, or right-click any row for the context menu.

Locked sessions: Invite, Resend Invitation, Move to Session, Delete, and Import are all disabled when the session is locked. (Export to CSV stays available — it only reads existing data.)

Inviting a Participant

Click Invite in the action menu. A "Send Invitation" popup opens.

Click Save to invite the participant. They receive an email with their invitation link.

Prerequisites: The session must have at least one form assigned before you can invite participants — if it doesn't, clicking Invite shows the error "You must add a form to the event before sending an invitation." Additionally, inviting requires available participant credits; if your organization has none, you'll see an error and need to upgrade or purchase credits in Billing.

Resending an Invitation

For a participant who was invited but hasn't accepted:

1. Select the participant in the grid
2. Click Resend Invitation (or right-click → Resend Invitation)
3. Confirm or update the email address in the popup
4. Click Save

The participant receives a new invitation email. "Resend Invitation" is disabled for participants who have already accepted.

Sending Reminders

Click Reminders in the action menu for a dropdown:

• Send Invitation Reminders — sends to participants who have not yet accepted their invitation and still have required forms outstanding. Participants receive at most one reminder per day.
• Send Form Reminders — sends to participants who have accepted their invitation but haven't yet submitted all required forms. Participants receive at most one reminder per day.

A confirmation dialog appears before sending. Click Send to proceed.

Viewing a Participant

Click View (or double-click any row) to open the participant editor — a full-page detail view for a single participant.

Information Cards (top section)

The editor has four information cards:

Information card (top left):

• Name, Phone, Email, Date of Birth, Height, Weight
• Group, External Participant ID, External Member ID
• Current status badge
• Edit button (pencil icon) opens the Edit Information popup

Insurance card (bottom left):

• Insurance Company, Policy Number, Last Updated
• "No Insurance" badge if the participant indicated they have no insurance
• Edit button opens the insurance card viewer/editor

Emergency Contact card (top right):

• Name, Relationship, Mobile Phone, Other Phone, Address, Alternate Name, Alternate Phone
• Edit button opens the Edit Emergency Contact popup

Invitation Status card (bottom right):

• Invitation Sent On date
• Invitation Accepted On date (or "Not yet accepted")
• Accepted By (email address that accepted, if different from the participant's email)
• Resend button — if invitation was sent but not yet accepted
• Reset button — if invitation was accepted; resets acceptance and all forms back to pending, sends a fresh invitation; the participant will need to accept the invitation and complete all forms again

Tabs (bottom section)

Editing Participant Information

Click the pencil icon on the Information card to open the Edit Information popup.

Name section: Title (dropdown, accepts custom values), First Name (required), Middle Name, Last Name (required), Suffix (dropdown, accepts custom values)

Contact section: Phone Number (US format with extension), Email Address

Additional Info section: Date of Birth, Height in inches (0–120), Weight in lbs (0–1500)

Admin section: Group (select), External Participant ID (max 75), External Member ID (max 75)

Click Save to apply changes.

Editing Emergency Contact

Click the pencil icon on the Emergency Contact card. Fields: Name, Relationship, Address, Mobile Phone, Other Phone, Alternate Name, Alternate Phone.

Moving a Participant to Another Session

Select a participant and click Move to Session (or right-click → Move to Session).

Important: Forms that exist in both sessions are preserved with their current status. Forms not offered in the target session, or in packets you don't select, will be removed from this participant.

Click Move to transfer the participant. The participant disappears from the current session and appears in the target session.

Deleting a Participant

Select a participant and click Delete (or right-click → Delete). A confirmation dialog appears: "Are you sure you want to delete participant '[Name]'?"

Click Delete to confirm. This removes the participant from the session permanently.

Importing Participants

Click Import in the action menu to go to the bulk import wizard, which lets you import multiple participants from a CSV or Excel file. See Participant Import for details.

Common Issues

The "Invite" button is greyed out

Either the session is locked, or you don't have the Session Manager or Participant Manager role for this session. If the button is clickable but shows an error, the session may have no forms assigned yet — go to Session Settings → Forms to add one.

I can't resend an invitation

Resend Invitation is only available for participants who haven't accepted yet. If the participant has already accepted (Accepted On is set), the action is disabled.

A participant isn't receiving their invitation

Check that the email address is correct on their record. Try using Resend Invitation to send to an updated address. Ask the participant to check their spam folder.

The participant accepted but their forms still show as incomplete

The participant may have accepted the invitation but not yet started or submitted their forms. Check the Forms tab in the participant editor to see the status of each form. Use Send Form Reminders to prompt them.

Q&A

Q: How do I add a new participant to a session? A: Click "Invite" on the Participants page, fill in the participant's first name, last name, and email address (required), then click Save. They receive an invitation email immediately (or on the date you set in "Send Invitation On"). The Invite button requires the Session Manager or Participant Manager role.

Q: How do I resend a participant's invitation? A: On the Participants grid, right-click the participant and choose "Resend Invitation," or select them and click Resend Invitation in the action menu. You can update the email address before resending. This is only available for participants who haven't accepted yet.

Q: How do I send reminders to participants who haven't submitted their forms? A: On the Participants page, click "Reminders" in the action menu and choose "Send Form Reminders." This sends to participants who have accepted their invitation but haven't submitted all required forms. Participants receive at most one reminder per day.

Q: How do I see a participant's form status in detail? A: Click "View" on the participant row (or double-click) to open the participant editor. The "Forms" tab shows each form and its current status.

Q: Can I move a participant from one session to another? A: Yes — right-click the participant and choose "Move to Session." Select the target session, optionally assign a group and form packets, then click Move. Forms that exist in both sessions are preserved.

Related Topics

• Session Settings — Configure forms, groups, and permissions
• Participant Import — Bulk import from CSV or Excel
• Form Review — Review and approve submitted forms
• Manager Overview — Navigation and permission roles

See the Glossary of Terms for definitions of terms used in HealthForms.io.