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Participant selection

The participant selection setting lets you decide which employees from your organisation’s employee data should be part of a specific project. A clear and accurate participant list is essential, because it determines who can be invited to surveys and forms the basis for creating your reporting structures later on.

Depending on your subscription plan, you may see different options in this section.

 

Participant selection options

My Effectory applies different rules depending on your setup. Your organisation will either have automatic participant inclusion or advanced filtering options.

 

Automatic participant inclusion

All employees are automatically added to every project, so you don’t need to configure filters, and the import from the account level to the project level happens instantly.

 

Advanced participant filtering

If you have access to advanced participant filtering, you can create a selection based on any employee characteristics in your employee data.

For example:

  • Country is The Netherlands

  • Contract type is not Contractor

  • Department is [none] (to filter employees who don’t belong to any departments)

These filters can be combined to define exactly who is included in the project.

Note:  If you’re not sure which options apply to your organisation, reach out to your Customer Success Manager for more information.

 

How to select participants for your project

  1. Open your project and go to the Settings tab.

  2. Find the Participants section and select Add participants.

  3. Choose one of the two options:

    • Add all employees to this project, or

    • Add specific employees to this project

  4. If you select specific employees, create filters based on employee characteristics:

    • Choose a variable (e.g. Country, Department, Contract type)

    • Choose an operator (is / is not)

    • Choose one or more characteristics

  5. Add as many filters as you need. All filters must be true for an employee to be included.

    • As you add filters, the list of available characteristics becomes more specific. For example: if your first filter is “Country is Sweden”, the next filter for “Department” will only show Swedish departments.

  6. Apply the filters to finalise your participant selection.

Note: It may take a few minutes to process the participant selection, depending on how much data needs to be filtered. If the Reporting structures option isn’t available yet, try again shortly.

 

How to pause participant updates

In some cases, you may want to temporarily stop participant updates from being pushed into your project. At the top of the participant filter screen, you will see a banner that indicates whether updates are currently active or paused.

To pause updates:

  • Select Pause now to stop imports immediately, or

  • Select Change pause date to schedule a pause for later.

When scheduling:

  • Set the date and exact time for the pause.

  • All coordinators with access to the participant filter will see this planned pause.

  • You can edit or remove the pause at any moment.

  • Restart updates the same way, using the button at the top.

This functionality is useful if you’re finalising your structure or survey planning and want to avoid unexpected changes.

 

Next step: create your reporting structure

Once you’ve set your project’s participants, you can move on to creating your reporting structure. This structure is based on the employees you just added and determines how you’ll view results later. Learn more about reporting structures here.