Managing Participants

View, filter, and manage participant status and cohort assignments for your quest.

Every quest has a Participants page where researchers can view enrolled participants, update their lifecycle status, and assign them to cohorts. This is the primary operational surface for managing a study’s participant roster.

Accessing the Participants Page

1. Open your quest detail page
2. Click Manage Participants in the action bar
3. The participants page opens at /quest/<guid>/participants

Only quest editors (the quest creator, organization members with quest.update permission, or listed collaborators) can access the participants page.

The Participant Table

The participants table shows every person who has joined the quest. Each row includes:

Column	Description
Participant	Username, email, or public key — whichever is available. A secondary identifier is shown below.
Cohort	The cohort the participant belongs to, or “Unassigned”. Editable via dropdown.
Status	The participant’s current lifecycle status, shown as a colored badge. Editable via dropdown.
Joined	When the participant joined the quest.
Last status update	When the status was last changed.

Changes to status and cohort save immediately — there is no separate save button.

Participant Statuses

Participants move through a lifecycle of statuses. Each status has a distinct color badge for quick visual identification:

Status	Color	Description
Screened	Gray	Participant has been reviewed for eligibility
Eligible	Cyan	Meets eligibility criteria
Ineligible	Amber	Does not meet eligibility criteria
Consented	Violet	Has provided informed consent
Enrolled	Gray	Joined the quest (default status on join)
Active	Blue	Currently participating in the study
Completed	Green	Finished all study activities
Withdrawn	Red	Withdrew from the study
Excluded	Rose	Removed from the study by the researcher

Automatic Enrollment

When a participant joins a quest, they are automatically created as a QuestSubject with enrolled status. No manual action is needed — the participant appears in the table as soon as they complete the join flow.

Changing Status

Select a new status from the dropdown in the Status column. The update is sent to the server immediately. Use this to track participant progress through your study protocol — for example, moving participants from enrolled → active → completed.

Cohorts

Cohorts let you organize participants into groups — useful for multi-arm studies, A/B conditions, treatment vs. control groups, or any grouping your study design requires.

Creating Cohorts

Cohorts are created via the API:

POST /api/quest/:questGuid/cohorts
{
  "name": "Treatment Group A",
  "description": "Participants receiving the active intervention"
}

Each cohort has a name (required) and an optional description.

Assigning Participants to Cohorts

In the participants table, use the Cohort dropdown to assign or reassign a participant. Select “Unassigned” to remove the cohort assignment. Changes save immediately.

Filtering

The participants page includes two filters above the table:

• Filter by status — show only participants with a specific status (e.g., only “Active” participants)
• Filter by cohort — show only participants in a specific cohort, or those who are “Unassigned”

Filters can be combined — for example, show all “Active” participants in “Treatment Group A”.

Refreshing Data

Click Refresh participants to reload the participant list from the server. This is useful when participants are actively joining and you want to see the latest roster.

API Reference

All participant operations are available via the REST API for programmatic access:

Method	Endpoint	Description
GET	/api/quest/:questGuid/subjects	List all participants. Supports ?status= and ?cohortGuid= query filters. Use cohortGuid=unassigned for unassigned participants.
PATCH	/api/quest/:questGuid/subjects/:subjectGuid/status	Update a participant’s status. Body: { "status": "active" }
PATCH	/api/quest/:questGuid/subjects/:subjectGuid/cohort	Assign a participant to a cohort. Body: { "cohortGuid": "..." } or { "cohortGuid": null } to unassign.
GET	/api/quest/:questGuid/cohorts	List all cohorts for a quest.
POST	/api/quest/:questGuid/cohorts	Create a new cohort. Body: { "name": "...", "description": "..." }

All endpoints require authentication and editor-level access to the quest.

Next Steps

Participant Journey

Understand the end-to-end flow from a participant’s perspective.

Running a Study

Full lifecycle guide for conducting research with NeuroFusion.

Viewing Quest Data

Explore collected datasets, responses, and health metrics.

Data Audit Trail

Review who accessed or modified study data.