> ## Documentation Index
> Fetch the complete documentation index at: https://docs.exec.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Manage Program Participants
> Enroll participants, manage roles, grant extensions, and send reminders
Once your program has components, you need participants. This page covers enrolling people, managing their roles, handling deadline extensions, and keeping participants on track with reminders.
***
## Enrolling Participants
Navigate to your program and click the **Participants** tab. You can also click **Add Participants** from the quick actions panel on the right side of the dashboard.
The enrollment drawer opens on the right side of the screen.
Type or paste email addresses. You can enter them:
* One at a time, pressing Enter after each
* As a comma-separated list (paste from a spreadsheet column or email list)
Exec validates each email and sorts them into categories:
* **New users**: Will receive a workspace invitation along with program enrollment
* **Existing workspace members**: Already in your workspace, enrolled directly
* **Already enrolled**: Already in this program (skipped)
* **Invalid**: Not a valid email format
If you are enrolling people who are not yet in your workspace, they will receive a workspace invitation. Make sure you have enough seats available. Exec warns you if seats are insufficient.
Review the summary and click to enroll. Participants are added to the program immediately.
### Scheduling Enrollment Emails
Enrollment emails notify participants that they have been added to a program. These are sent on the program's launch date by default. On the program dashboard, the **Launch Panel** shows the scheduled email date and subject line:
> **Subject:** "Please read: You're enrolled in \[Program Name]"
You can mark the launch email scheduling step as complete from the launch checklist on the program dashboard.
***
## Program Roles
Programs have two roles: **Lead** and **Participant**. Workspace admins can manage any program regardless of role.
| Role | How it is assigned | What they can do |
| - | - | - |
| **Program Lead** | Added by workspace admins from the right panel on the program dashboard | Full management of their program (see permissions below) |
| **Participant** | Enrolled via the Participants tab | View assigned components, complete activities, track their own progress |
| **Workspace Admin** | Assigned at the workspace level | Everything a lead can do, across all programs in the workspace |
### Lead Permissions
Program leads have full management access to their specific program:
| Action | Program Lead | Participant | Workspace Admin |
| - | - | - | - |
| Add/edit/delete components | Yes | No | Yes (all programs) |
| Launch the program | Yes | No | Yes |
| Enroll/remove participants | Yes | No | Yes |
| Grant deadline extensions | Yes | No | Yes |
| Send nudge reminders | Yes | No | Yes |
| Close components early | Yes | No | Yes |
| End the program | Yes | No | Yes |
| View all participant progress | Yes | No | Yes |
| View analytics | Yes | No | Yes |
| Edit program details (name, dates) | Yes | No | Yes |
| Complete assigned components | No | Yes | No |
| View own progress | No | Yes | No |
Program lead permissions are scoped to the programs they lead. A lead on Program A cannot manage Program B unless they are also a lead on that program or a workspace admin.
### Adding Program Leads
Program leads are added from the **Program Leads** section on the right panel of the program dashboard. Click **+ Add** to invite a lead by email. A program can have multiple leads.
### Removing Program Leads
Click the remove button next to a lead's name in the Program Leads section. A program must always have at least one lead.
***
## The Participants Table
The Participants tab shows all enrolled participants with their overall program progress. The table includes:
| Column | What it shows |
| - | - |
| **Name** | Participant name and avatar. Shows "(Removed)" if the participant has been removed. |
| **Status** | The participant's program status. A blue calendar icon indicates an active extension. An amber warning triangle indicates that one or more required components had already closed when the participant joined. |
| **Progress** | A progress bar showing how many required components the participant has completed out of the total required. |
| **Actions** | Extend time, remove extensions, or remove participant. |
You can search participants by name, sort by any column, and paginate through results.
### Status values
| Status | Meaning |
| - | - |
| **Not Started** | The participant has not opened any required components. |
| **In Progress** | The participant has started but not finished all required components. |
| **Complete** | The participant finished all required components on time. |
| **Did Not Pass** | The program ended and the participant did not meet the pass criteria. |
| **Did Not Finish** | The program ended and the participant did not finish all required components. |
### "Needs more time" banner
At the top of the participants table, a yellow banner appears when participants may benefit from an extension. It groups the count by cause:
* **Joined after components had already closed** - late joiners who never had a chance to complete some required components.
* **Did not pass** - participants who finished but did not meet the pass criteria.
* **Did not finish** - participants who ran out of time before completing all required components.
Click **Extend time for all N participants** in the banner to open the Extend Time sheet pre-populated with everyone in the flagged group.
For a specific component's response table (accessed from a component analytics page), the columns are different: status for that one component, due date, completion date, last reminded, and per-row actions. See [Track Program Progress](/programs/track-progress).
***
## Extending Deadlines
When participants need more time, use **Extend Time** to give them a new personal deadline. Extensions are per participant and apply program-wide - every required component the participant has not yet finished gets the new deadline.
Extend Time works on **Live** programs and on **Complete** programs. Extending someone on a completed program does not reopen the program - the participant keeps working through their personal extension, and their status (and any linked certificate) updates when they finish.
From the participants table, click the actions menu on a row and choose **Extend Time**. To extend multiple people at once, select their checkboxes and use the bulk action, or click the button inside the "needs more time" banner.
Use the datetime picker to set the exact date and time of the new deadline. The time is interpreted in your browser's timezone.
Turn on **Link historical data** to associate roleplay and coaching sessions the participant has already run during the extension window with the corresponding program components. Leave it off if you only want the extension to apply to future work.
The preview shows a table per participant with each required component, the old deadline (struck through) alongside the new deadline in green, and a Note column that flags rows the change will skip (for example, components the participant already completed).
Click to grant the extension. Participants with an active extension get a blue calendar icon next to their status.
Extensions cannot be granted to participants who have already completed all required components, and completions that used an existing extension cannot lose it.
### Component-level Grant Extension
If you open **Grant Extension** from a specific component (via the component's action menu), you can manage multiple extension timelines for that component at once:
* Every existing grant loads as a date-grouped timeline card.
* Add a new timeline for a different date, move participants between timelines, or change a group's date to update everyone in it.
* Remove a participant from all timelines to revoke their extension on that component.
* The **Needs help** callout counts participants who can no longer finish the component and offers a one-click button to add them all to a timeline.
Extensions cannot be granted on components whose status is **Soon** - launch the component first.
### Removing Extensions
To strip a participant's extensions program-wide, open the actions menu on their row in the participants table and choose **Remove Extensions**. Confirm in the dialog. Their deadlines revert to the program's original schedule.
Removing extensions never affects participants who have already completed a component using an extension - those completions stay intact.
***
## Sending Nudges
Nudges are reminder notifications sent to participants who have not completed a component. They are useful for keeping participants on track without manually following up.
From the component's participant table, click the nudge icon or select **Nudge** from the actions menu.
The panel shows two groups:
* **Nudgeable participants**: People who can receive a reminder
* **Cannot be nudged**: People who are ineligible, with the reason shown (already completed, recently nudged, component not active, etc.)
There is a 15-minute cooldown between nudges for the same participant. If someone was nudged within the last 15 minutes, they appear in the "Cannot be nudged" group.
Click to send nudges to all eligible participants. A progress indicator shows how many have been sent. You can stop the process mid-way if needed.
Nudges are not available for announcements, group meetings, or 1:1 coaching components.
***
## Removing Participants
To remove a participant from a program:
1. Find them in the participants table
2. Click the actions menu and select **Remove**
3. Confirm the removal
Removing a participant cannot be undone. They will lose access to the program. Their historical data (completed responses, session records) is preserved but they are marked as removed.
Removed participants appear grayed out in the table with a "(Removed)" label next to their name.
***
## Getting Help
Need help managing participants? Contact us at [hello@exec.com](mailto:hello@exec.com).
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