Overview
The participant sharing link feature allows training organizers to easily share specified participant details with third parties. Instead of manually exporting CSV files or granting external partners access to the Hub, admins can generate a unique URL. This URL displays a table containing only the specific participant data the organizer has selected to share such as personal details, custom fields, or answers to enrollment questions. The link can be accessed by anyone who has the URL, without requiring them to log in or authenticate.
When to use this feature
This feature is highly useful when coordinating logistics with external partners who need specific information but should not have access to your full Hub environment. Common use cases include:
Catering: Sharing a list of answers to a dietary restriction enrollment question with a restaurant or caterer.
Transportation: Providing a bus driver with a roster of participants who have opted into a shared ride.
Event Vendors: Sharing participant names and company details with a third-party vendor responsible for printing name tags or preparing welcome kits.
How to create a sharing link
Open the specific training from the Hub admin.
Navigate to share participant info from the sidebar.
Select the specific data points you want to share. You can choose from any of the available options.
Click Save.
Copy the generated link and send it to your third party.
When the recipient opens the link, they will see a clean, Excel-style table displaying only the columns of data you selected as well as the name, time and date of the training.
Important note on data privacy
Because the generated URL can be accessed by anyone without authentication, it is crucial to handle this feature with care. Only select the minimum required fields necessary for the third party to perform their task. Avoid sharing sensitive personal information or contact details unless strictly necessary.
The URL is static, so if you update the details that it includes and press save again, it will be updated and all people who have previously received the URL will be able to see the updated details. Only one URL can be created per training at a time. If you wish to create an other one, you will need to delete the original one and then generate a new URL.