Please Note: Managing participants and sending meeting surveys requires two conditions:
An agenda must be added to the event. If you forgot to add one before the event starts, you can still add it after the event is completed.
The event must be marked as completed. Events are automatically completed when their scheduled end time passes.
Once these conditions are met, you can manage participants and send feedback surveys. Learn more about adding and managing agendas here.
Managing Meeting Participants
There are two ways to access the Manage Participants modal after an event is completed:
1. Admin Panel > Events > Past Events > Manage
2. Program > Event Block > Past Events > Meeting Notes > Agenda
From the Event Agenda in Meeting Notes, you can find the management tools on the right-hand side of the screen.
Manage Participants Modal
The Manage Participants modal displays all program members, including you as the coach and any other coaches in the program.
Add or Remove Participants: Check the box to add participants or uncheck it to remove them.
Save Changes: Click the Save button to apply any updates to the participant list.
Sending Feedback Surveys
By default, the "Send Feedback Survey" toggle is ON. Once you save the updated list, upcoach will automatically send a feedback survey email and an in-app notification to all selected program members.
Surveys are only sent to clients who have not received the event survey before, so you can safely update the list without worrying about duplicate notifications.
If you want to manage participants without sending surveys, simply toggle off "Send Feedback Survey" before saving.
Important: Once the feedback surveys are sent, you cannot undo this action. However, you can still update the participant list at any time after the event is completed. Each user will only receive a notification for this event's survey once.
Survey Screen
On the survey screen, clients can:
Score the meeting on a scale of 1 to 10.
Provide additional feedback in an open-ended field where they can freely share their thoughts.
How to View Survey Results
Go to Admin Panel > Events > Past Events and click on Responses. This opens the Ratings & Feedback modal.
On the Ratings & Feedback screen:
You will see a list of clients who received a feedback survey.
You will see the ratings from clients who responded.
Any additional feedback will appear in the feedback column (feedback is optional).
At the bottom of the ratings column, you will see the average score for this event.
Global Average Survey Results
On your Dashboard, you'll find a dedicated space displaying the last 14 days average meeting feedback score. As you collect more survey data, you will see an aggregated average score.
Global Meeting Attendance Rate
On your Dashboard, you'll find a dedicated space displaying the Meeting Attendance Rate for the last 14 days. As you manage participants for completed events, upcoach calculates a global Meeting Attendance Rate across all events where participants were managed.