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Manage Teams and Participants

Goal: Keep the P2P roster accurate during the campaign — assign participants to teams, remove inactive participants, communicate with teams as a group, and intervene when someone needs support.

The admin view​

From the campaign or event admin page, the P2P section shows:

  • All teams (with captain, count of members, total raised)
  • All individual participants (with goal, raised, last activity)
  • Outstanding signups — invitees who haven't completed their page setup
  • Inactive participants — signed up but no fundraising activity

This is your working dashboard. Visit it weekly during an active campaign.

Creating a team​

A team is created by the captain when they sign up — they pick a team name, an optional team goal, and become its first member. Other participants can then join the team via the team's join link or invite token.

Staff can also create teams admin-side when needed:

  • Setting up corporate teams in advance
  • Pre-creating "default" team buckets (Atlanta Team, Birmingham Team)
  • Spinning up a memorial team for a recent loss

Inviting team members​

Captains invite teammates from their participant dashboard. Each invite generates a token-based join link — the invitee clicks, identifies themselves, and joins.

Staff can also send invites from the admin team page when the captain needs help.

Assigning participants to teams​

Sometimes a participant signs up individually but should be on a team:

  • A coworker tells them about the campaign and they don't realize a team exists
  • A captain forgets to send the join link
  • A standalone fundraiser later wants to merge with a team

From the admin participants list, reassign the participant to the right team. Their fundraising-to-date moves with them.

Removing a participant​

When a participant should be removed:

  • They've withdrawn (e.g., can't attend the event after all)
  • They were a duplicate (signed up twice with different emails)
  • They never personalized their page and have raised nothing for weeks

Removal preserves any donations that came through their page (the gifts roll up to the campaign or to the team), but removes the participant from leaderboards and counts.

Emailing the team or all participants​

Communications integrates with P2P:

  • Send to all participants — useful for mid-campaign updates and final-push messages
  • Send to a specific team — useful for captains coordinating their group
  • Send to inactive participants — re-engagement nudges

The P2P admin page includes shortcuts to send these without leaving the workflow.

Watching for stalls​

Participants who've been signed up for a week without raising anything need help. From the participants list, filter on no activity in 7+ days. For each:

  • Send a quick personal email — "How's the campaign going? Need help with anything?"
  • Offer specific help — "Want a draft email you can send to your friends?"
  • Connect them to a captain or fellow participant who's doing well

Most stalls aren't lack of will — they're lack of confidence. A small nudge often unlocks them.

Handling drop-outs​

When a participant drops out:

  • Mark them inactive
  • Send a brief acknowledgment ("Thanks for signing up — sorry it didn't work out, hope to see you next year")
  • Donations they raised stay attributed to the campaign / team
  • No need to refund anyone

Team milestones​

When teams hit milestones (50% to goal, 100% to goal, top of leaderboard), a quick public recognition message helps:

  • Email the team congratulating them
  • Mention them in your next campaign-wide update
  • Highlight on social media

Recognition fuels more fundraising. Teams that get recognized push harder.