Find a participant, check their progress and change their status
Open Participants → All, search by name, job title or email, filter by status, plan or invitation, and select a name to see that person's dates, details and activity. Admins change a status with Change status on the participant's page; declines happen only through the participant's own link.
In FirstSourceTeam, HR checks any participant's progress itself in the employer portal instead of asking an account manager for a status update. Each participant's page shows where they are in the program, their dates and details, whether their invitation has gone out, and every recorded change. Admins can also change a participant's status there.
Admins and viewers can both open participant details.
Find a participant
- Go to Participants → All.
- Type in Search participants… to match first name, last name, job title or email.
- Optional: narrow the list by status, by plan, or by invitation (Invitation not sent).
- Select a name to open that participant.
The list shows 50 people per page; use Previous and Next at the bottom to move between pages. Each row shows the name, role, plan, exit date, status and a Remaining column:
| Status | Remaining shows |
|---|---|
| Scheduled | Days until service starts, for example in 5d |
| Completed | Days from service start to completion, for example 84d |
| Declined, Expired | — |
| Contacted, Engaged | Days until the service end date, for example 42d left, or ended once that date has passed |
Under the status, the list shows Invitation not sent or No email: FST will reach out by phone
where that applies.
What the participant page shows
| Section | Contents |
|---|---|
| Header | Name, previous role and level, current status, plan, and (for admins) Send invitation and Change status |
| Dates | Exit date, service start date, service end date, and a countdown: days until service starts, days remaining, or (when Completed) how many days the program took |
| Details | Launch group, email, phone, the invitation state (Invitation sent <date>, Invitation not sent yet. or No email: FST will reach out by phone.), and additional details from your upload: department, location, employee ID, job group, cost center, manager, manager email, notified and hired dates, reason code, language, work email and notes |
| Progress | The steps Scheduled → Contacted → Engaged → Completed. Declined and Expired are shown as their own end states |
| Activity | Each entry in the participant's history: status changes, the invitation being sent, a decline, with the note, date and time, and who recorded it |
Change a participant's status
- On the participant's page, select Change status. (Admins only.)
- Choose the New status. The menu offers only the changes allowed from the current status.
- Optionally add a Note, for example
Accepted an offer. - Select Change status.
The change is added to the participant's activity and to the audit log under your name. Changing to Completed records the completion date; reopening a Completed participant clears it.
| From | Admins can change to |
|---|---|
| Scheduled | Contacted, Engaged, Completed, Expired |
| Contacted | Engaged, Completed, Expired |
| Engaged | Completed, Expired |
| Completed | Engaged (to reopen a completion recorded by mistake) |
| Declined | Nothing: the status is final |
| Expired | Nothing: the status is final |
Expired means "removed from the program", and can't be undone. Declined can't be chosen here: only the participant can decline, with the link in their invitation email. See Declines and refunds.
Some statuses also change without you: see Participant statuses.
Change the plan for several participants
- In Participants → All, tick the checkbox next to each participant, or the checkbox in the header to select everyone on the page.
- In the bar that appears, under Assign tier, select the plan: Essentials, Professional, Leader or Executive. The retired Extended and Enterprise plans can't be assigned.
The portal confirms how many participants moved, recalculates each one's service end date from their service start date and the new plan, and records one audit log entry.
Delete a participant
Delete is for removing a record added by mistake. To take someone out of the program, change their status to Expired instead.
- In Participants → All, open the menu (⋯) on the participant's row.
- Select Delete and confirm.
Deleting removes the participant and their activity history, and can't be undone. The audit log keeps a Participant removed entry showing who deleted them and when.
A participant can't be deleted if they have a paid seat, any billing records, or coaching activity on record. The portal then says so and asks you to set their status to Expired instead.
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