Experience Creator: Participants

Enrolling participants in your Experience

There are four ways to enroll participants in an Experience:

• Auto-enrollment via imports
• Manual enrollment
• Enrollment forms
• Automations from other Experiences

This article will focus on auto-enrollment via imports.

Auto-enrolling participants via imports

In the Participants settings of your Experience, you can switch “Auto-enroll participants via imports” on or off. By default, this is turned off.

When this setting is switched on, employees who match the filters you define will be automatically added to the Experience when you import data about them into Dado.

That data can be imported from  an external source, like an HRIS, ATS, Google Sheet, or Excel sheet. Learn more in our help section about imports.

Auto-enrolling participants via imports is useful for Experiences that should be triggered by data changes in an external system. For instance:

• Auto-enrolling new joiners into an onboarding, when their data is imported into Dado from your ATS
• Auto-enrolling existing employees who’ve just been promoted into a promotion Experience, when the data reflecting their promotion is imported from your HRIS
• Auto-enrolling people who’ve signed up for a mentorship or training program, by importing data from a Google or Excel sheet that tracks those sign-ups

When to Avoid Auto-Enrollment

While auto-enrollment is a great way to automate processes, it isn't always the best choice. There are times when you'll want more control over who gets enrolled in an experience and the timing of their enrollment, especially when tasks or messages are triggered immediately.

Since you won't be notified when someone has been added, this can catch both you and the individual off guard. This is especially critical for sensitive topics. For instance, imagine an employee automatically receiving a message about an off-boarding or performance improvement plan before you've had a personal conversation with them. The same caution applies to other sensitive subjects like parental leave, where a human touch ensures the timing and context are appropriate. You may also want to manually add people to pre-boarding and onboarding experiences.

Another time to consider manual enrollment is during the testing phase of a new experience. If you're still fine-tuning an experience, you may want to add participants one by one to monitor the flow and make adjustments as needed.

Defining your auto-enrollment filters

Enrollment filters allow you to specify exactly who should be automatically enrolled in your Experience. You can set filters on any of the data Dado holds about your workers.

For example, in the screenshot below, you’ll see enrollment filters that will automatically enroll all engineers in San Francisco. You can combine filters and filter groups to create complex selections that ensure you're enrolling exactly the right people.

Not sure if you are enrolling the right employees? Just click on “Preview matching employees” and see who matches the criteria you set.

Specifying whether new or existing users should be auto-enrolled

Two toggles below the Enrollment filters allow you to specify whether new and/or existing users should be auto-enrolled You can select one or both of the following:

1.  New users, when they're first imported to Dado: Use this option to only auto-enroll workers who have been imported into Dado for the first time (i.e. new Dado users), and who match your criteria. For instance, with this toggle switched on, you could sync new hires from your ATS and automatically enroll them in your onboarding. 

2.  Existing users, when an import changes their data: Use this option to enroll a worker who is already in Dado’s database, when their data is changed by an import so it matches your filters.  For example, the screenshot below shows the settings you might use for an Experience designed just for contractors who are now converting to employee status. The auto-enrollment settings filter to just add people in sales and marketing, who are converting from being a contractor. When their conversion is recorded in the HRIS, it’s synced through to Dado, and that will trigger the auto-enrollment. Because the toggle for “New users” is switched off, this Experience won’t auto-enroll any brand new hires.