Participants

The people you train, held in a reusable pool under Training → Participant Pool.

The pool

Each participant has a name, an email and optionally a department. They are company-wide, not owned by a task — which is the whole point. Someone who does security training every year is one participant assigned to a new task each year, so their history stays in one place instead of scattering across annual copies of the same person.

Add them individually or import a list in bulk. For an organisation of any size the import is how you start, and the department field is what makes the result usable afterwards.

Fill in departments even when it feels like overhead. "Has everyone completed it?" is rarely the real question; "has everyone in Engineering completed it?" is, and without departments the answer means going through the list by hand.

Participant status

A participant is active or not. Deactivating keeps their history — their completions, their certificates, their acknowledgements — while taking them out of new assignments.

Deactivate rather than delete when someone leaves. Their training record is evidence that the organisation met an obligation while they worked for you, and that obligation does not disappear when they do. Deleting the participant deletes the proof.

Assigning people to a task

Assignment is per task: pick from the pool and add them. Each assignment gets its own invitation link with its own expiry, and tracks that person's progress through the task independently.

Assignment status runs Invited → Active → Completed, or Failed when someone exhausts their attempts without passing.

Failed is not necessarily final. It means this task's retries are used up, not that the person cannot be certified — if they still need to pass, the answer is usually a fresh assignment or a new task, plus finding out why the material did not land. A whole department landing on Failed is a signal about the training, not the people.

Who receives what

Each assigned participant is emailed their own link. They do not need an account and never see your dashboard.

If someone reports not receiving it, check the assignment before re-sending: the link is bound to the address on their participant record, so an address with a typo cannot be fixed by forwarding the mail — correct the record and re-assign.