In this article we will explain you how you can edit the participants that belong to a record 

How to edit record participants

In order to use edit record participants, you will need to have created a record before. Once you have created a record, you can edit the participants on the record. Let us explain you how.

For more information on how to create a record, please check this article How to add Records & Participants to a Complex Program

• What happens when you remove a participant from a participant type belonging to a record
• What happens when you add a participant from a participant type belonging to a record
• To Change or Edit your Participants
  • Step 1: Go to the individual record page
  • Step 2: Change or edit your participants 

What happens when you remove a participant from a participant type belonging to a record

We will explain shortly how you can change or remove a participant from a participant type. But before you do this, you need to understand what the implications are of removing a participant from a participant type. When editing you can do two things:

1. You can remove a participant

2. You can swap a participant. In this case, you're also removing a participant from a participant type, but then you're instantly replacing them with another one. But the old participant is still getting removed

When you remove a participant, the following will happen:

1. All the existing engagements for the old participant belonging to this participant type will be cancelled. This includes available, in progress and scheduled engagements. The participant will no longer be able to complete these
2. No new engagements will be sent or scheduled for the removed participant. So in case there were scheduled engagements connected to this record for this participant, they will be cancelled. In the program schedule of the participant, you will be able to see them with the status cancelled.
3. All the data of the old participant belonging to this participant type will remain visible and will be included in the data export. The participant will be marked as removed, but all their data will be kept and available for analysis
4. The participant is still able to log in to the participant application, but they will no longer see any engagements. 

What happens when you add a participant from a participant type belonging to a record

You can add a participant to a record by changing an existing participant on a participant type or adding a new participant to a participant type that doesn't have a participant yet. When you add a participant, the following will happen:

1. The participant will be added to the record. The participant will now belong to the program.

2. The participant will be able to log in to the participant-facing application and will be able to see the program.

3. The participant will receive engagements based on the program schedule. 

Let us explain in a bit more detail how the participant will receive engagements based on the program schedule. For more information on Program scheduling, please see here How to setup your program schedule

After enrolment

If engagements are dependent on "After enrolment", then the new participant will start receiving these engagements after they've been added to the record. The participant is new to the program and therefore has enrolled in the program. So all the engagements that are related to the enrolment date will be scheduled for the participant that is newly added or changed. 

After action status is met

Engagements dependent on action status are sent or scheduled if the action status is changed to the respective status. So, for example, if an engagement is triggered based on the action status "Covid positive" then the moment the action status of the record is changed into Covid Positive (from an empty action status or a different one), then the engagement is triggered.

So in case a participant is added to a record and that action status already has action status "Covid positive", then the action status won't trigger new engagements. But if the participant is added and then the action status is changed, then the engagements will be triggered.

After record condition is met

Engagements dependent on record conditions are triggered if the record condition is true at that point. So, for example, if an engagement is triggered after the record date of birth (record.dob) is 90 days, then the moment this condition becomes true, the engagement will trigger, which is 90 days after the record.dob. 

In case a participant is added to a participant type, the system will check if the record condition is true at that moment. In case the condition is true at that moment, the engagement will be triggered for the new participant. So for example, if the record.dob is 90 days and the participant is added on that day, they will receive the engagements. If the record.dob is 91 days and the participant is added then, they won't receive the engagements. 

Advanced: in case the engagement based on a record condition is sent to multiple participants (e.g. primary parent and secondary parent) and only one of the participant types is added afterwards (e.g. secondary parent), then the engagement is only sent to the participant that is added to that participant type (ie in this example only the primary parent), since the other participant has already received this engagement the moment the condition became true. 

To Change or Edit your Participants

Step 1: Go to the individual record page

• Via the record dashboard, go to the individual record that you want to update. On that page, click on the Edit button start editing the participants that belong to this record

Click on edit to start editing a participant

Step 2: Change or edit your participants 

• Now that you're on the edit record page, you can start changing the participant's that belong to a record. There are two actions
  • Remove participant: you can remove a participant from a participant type. This is only possible if the participant type is not mandatory. In case the participant type is mandatory, you can only change the participant
  • Change participant: You can change the participant with another participant. The old participant will be removed from the participant type and the new participant will be added.

Removing a Participant:

Interface showing that you can remove a participant. This is possible because the Father participant type is optional in this program

Changing a Participant:

Video showing when you change a participant

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