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How to Add and Manage Participants

Participants are the people your program is designed to support. This guide walks you through creating participants, organizing them, assigning content, and tracking their engagement.

What is a Participant?​

A Participant is an end-user of the Intervengine platform — the person who receives coaching, completes activities, reads content, and engages with Journeys through the mobile app. Think of them as the members, clients, or patients in your program.

Step 1: Create a Participant​

Navigate to Participants in the left menu and click Create.

Fill in the participant's profile:

  • First Name and Last Name — required for identification
  • Email — used for login and notifications
  • Mobile Number — used for SMS notifications and (optionally) 2FA
  • Gender — optional demographic field
  • Preferred Timezone — ensures scheduled content arrives at the right local time
  • Reminder Hours — sets when daily reminders are sent
Uniqueness Rules

Email addresses and mobile numbers must be unique across the entire system. A participant cannot share an email or mobile number with any other participant or coach. The system will reject duplicates.

Once created, the participant receives an email with a link to set their password and download the app.

Step 2: Organize with Groups and Tags​

Keeping participants organized makes it easier to manage access, target content, and run reports.

Groups (Access Control)​

Groups control which coaches can see which participants. Assign a participant to one or more groups to ensure only the right coaches have visibility.

  • A coach in the Uptown Clinic group can only see participants also in that group
  • Items in the Shared group are visible to everyone
  • Admin users bypass all group restrictions

Tags (Segmentation)​

Tags are labels you apply to participants for classification and targeting. Use them to:

  • Segment participants (e.g., high-risk, new-starter, week-4)
  • Target campaigns to specific audiences
  • Trigger Journey logic based on tag presence
tip

Establish a consistent tagging convention early. For example, use prefixes like risk-high, risk-low, phase-onboarding, phase-active to keep tags organized as your program grows.

Step 3: Assign Content via Activity Plans​

To deliver a Card to a specific participant, assign it from their profile. This creates an Activity Plan — a schedule that generates the individual app cards the participant sees.

  1. Open the participant's profile
  2. Navigate to their Feed tab
  3. Click Add Activity Plan
  4. Select the Card you want to assign
  5. Configure the schedule (daily, weekly, one-time) and date range

The Activity Plan generates Activity Plan Details — one for each scheduled occurrence. These are what the participant sees and completes in the app.

info

For a deeper explanation of how Cards, Activity Plans, and Activity Plan Details relate to each other, see Cards vs Activity Plans.

Step 4: Assign a Journey​

Journeys automate the delivery of content over time. To enroll a participant in a Journey:

  1. Open the participant's profile
  2. Click Assign Journey
  3. Select the Journey from the list
  4. The participant enters the Journey's start state and begins receiving automated content based on the Journey's transitions and signals
tip

Participants can be enrolled in multiple Journeys simultaneously. This allows you to layer different programs — for example, a general onboarding Journey alongside a condition-specific intervention Journey.

Step 5: Communicate via Chats​

Chats provide a direct messaging channel between you and your participants within the app.

  1. Open the participant's profile
  2. Navigate to the Chats tab
  3. Select an existing chat session or create a new one
  4. Send messages, share encouragement, or follow up on completed activities

Participants receive push notifications for new messages and can reply directly from the app.

Step 6: Monitor Progress​

The Progress tab on each participant's profile gives you a view of their engagement:

  • Completion rates — how many assigned activities have been completed
  • Score trends — how scores on assessments change over time
  • Journey position — which state they are currently in for each active Journey

Use this information to identify participants who need extra support, adjust their content, or celebrate milestones.

Tips for Success​

  • Set up groups before adding participants — it's easier to assign groups during creation than to go back and update them later.
  • Use the External ID field — if your participants exist in an external system (CRM, EHR), store that system's ID in the External ID field for easy cross-referencing.
  • Assign Journeys early — Journeys handle most of the content delivery automatically, reducing your manual workload.
  • Check in on Chats regularly — timely responses keep participants engaged and build trust in the coaching relationship.
  • Review Tasks daily — Tasks flag participants and items that need your attention, so you never miss something important.