Participant Management¶
Participant Database¶
Centralized database of all your customers: - Name and email - Company (optional) - Role/position (optional) - Custom fields
Advanced filtering: Find participants by company, role, or custom attributes
Adding Participants¶
Option 1: Manual Entry 1. Click Add Participant 2. Enter name, email, and optional details 3. Save
Option 2: Bulk CSV Import (Recommended for large lists) 1. Download CSV template 2. Fill in participant data 3. Upload file 4. VOÏA validates and begins the import
Background processing: Large CSV imports are processed in the background. The upload returns immediately with a job ID, and you will receive an in-app notification when the import has completed. You can continue using the platform while the import runs.
Validation: VOÏA checks for duplicate emails and invalid data
Participant Function¶
Each participant has an optional Function field that describes their professional area within their organization — for example, Finance, Engineering, Sales, Customer Success, Operations, or Marketing.
What Function represents Function is distinct from the seniority-based role tier (C-level, VP, Manager, etc.) that drives influence-weighted scoring. While the role tier captures how senior someone is, Function captures what part of the business they work in. Both fields are independent; setting one does not affect the other.
How to set the Function field
Via the participant form: 1. Open the participant record by clicking the participant's name in the participant list 2. Locate the Function field in the participant details form 3. Type or select the appropriate functional area 4. Save the record
Via CSV import:
Include a function column in your CSV file alongside the other participant fields. When VOÏA imports the file, it maps the values in that column to the Function field automatically. Any participant row that does not include a value in the function column will have no Function set — existing Function values on those participants are not overwritten by a blank cell.
Effect on AI personalization When a participant's Function is set, the conversational AI uses that value to personalize the tone and framing of the survey conversation for that participant's specific area. A respondent in Finance may receive follow-up questions framed around budget and ROI, while a respondent in Engineering may be asked about technical reliability and integration. This personalization happens without changing the participant's role tier or altering how their responses are weighted in scoring calculations.
Effect on analytics When Function values are present in a campaign's respondents, a By Function breakdown panel becomes available in Campaign Insights. See the By Function Breakdown section for details.
Participant Segmentation¶
Group participants by: - Company: Track feedback by organization - Role: Senior executives vs. frontline users - Tenure: Long-term vs. new customers - Function: Professional area within the organization (Finance, Engineering, Sales, etc.)
Use segmentation for: - Targeted campaigns - Segmented analytics - Personalized survey experiences