Participants

Participants are external stakeholders who can be invited to vote on specific motions without needing a full Decisio account. This feature enables inclusive decision-making while maintaining security and privacy.

What are participants?

Participants are individuals outside your workspace who need to contribute to specific decisions. Common examples include:

• Advisory board members who attend occasional meetings

• External consultants providing expertise on specific topics

• Committee members from partner organisations

• Stakeholders affected by particular decisions

How participants differ from members

Capability	Workspace Members	Participants
Decisio account required	Yes	No
Access to all workspace content	Yes	No
Vote on motions	Yes	Only invited motions
Create issues or motions	Yes	No
View resolution history	Yes	Only related resolutions
Ongoing access	Yes	Per-invitation only

Participants section showing invited external stakeholders

Invite a participant

1. Open the motion requiring external votes

2. Click Invite Participants

3. Enter the participant's email address

4. Optionally add a personal message

5. Click Send Invitation

Invite participants dialog for adding external stakeholders

The participant receives an email with a secure link to review the motion and cast their vote.

Participants do not need to create an account. They access the voting interface directly through the secure link.

The participant experience

When a participant clicks their invitation link:

1. Verify identity - Confirm their email address

2. Review materials - See the motion, description, and relevant exhibits

3. Cast vote - Submit their decision

4. Confirmation - Receive acknowledgment of their vote

What participants can see

Participants have a focused, privacy-respecting view:

• The specific motion they're invited to vote on

• Motion description and details

• Exhibits attached to the motion

• Their own vote status

Participants cannot see:

• Other issues or motions in the workspace

• How other participants voted (until voting closes, if configured)

• Workspace member information

• Other projects or discussions

Managing participants

View invited participants

1. Open the motion

2. Click Participants

3. See the list of invited participants and their vote status

Resend an invitation

If a participant hasn't received or has lost their invitation:

1. Open the motion

2. Click Participants

3. Find the participant

4. Click Resend

Remove a participant

To revoke access before they vote:

1. Open the motion

2. Click Participants

3. Find the participant

4. Click Remove

If a participant has already voted, removing them does not change the vote record.

Privacy and security

Participant access is designed with privacy in mind:

• Time-limited access - Links expire after voting closes

• Single-use voting - Each participant can only vote once

• Minimal data exposure - Participants see only what's necessary

• Secure links - Unique, non-guessable URLs for each invitation

• No account required - Reduces data collection and friction

Audit trail

All participant activity is recorded:

• When the invitation was sent

• When the participant accessed the motion

• When and how they voted

• Any changes to participant status

Best practices

Writing participant invitations

Include context in the invitation message:

"Dear Dr. Chen, we would appreciate your input on the proposed research partnership with XYZ University. Please review the attached proposal and cast your vote by Friday 28 February."

Setting expectations

Before inviting participants:

• Inform them to expect an email from Decisio

• Explain the timeline for voting

• Provide context about why their input is needed

• Offer an alternative contact method for questions

Managing external stakeholders

Scenario	Recommendation
Regular contributor	Consider adding as a workspace member
One-time input	Use participant invitation
Multiple related decisions	Invite to each motion individually
Sensitive decision	Verify email addresses carefully

Related

• Voting - How votes are cast and counted

• Motions - Creating motions for participant voting

• Resolutions - Formal records including participant votes