Manage a Campaign

Before you start

• Requires: at least Admin or Campaign Manager role to access the campaign detail page. Specific actions tighten further:

  Action	Admin	Campaign Manager	Member
  View tabs	✓	✓	—
  Edit campaign details	✓	✓	—
  Send invitations	✓	✓	—
  Notes (read & create)	✓	✓	✓
  Branding	✓	—	—
  Documents	✓	✓	—
  Add or remove Managers	✓	—	—
  Delete campaign	✓	—	—

• You'll need: an existing campaign — see Create and Publish a Campaign.

Open a campaign

Tabs at a glance

Tab	What it shows	Covered in
Workflow	The stages candidates go through	Design a Workflow
Applications	Every candidate application for this campaign	This page
Stages	Candidates grouped by which stage they're in	This page
Managers	Campaign Managers assigned to this campaign	This page
Notes	Internal notes and comments	This page
Branding	Campaign-specific look — cover image, colors, welcome text	This page
Documents	Files attached to the campaign for candidates to download	This page

Applications tab

Lists every candidate that has started or completed an application for this campaign. From here you can:

• Filter and search — by status, stage, tags, date, or free text.
• Sort — by submission date, candidate name, or stage progression.
• Open an application — click a row to drill into the candidate's full submission, evaluation history, and stage progress.
• Bulk actions — select multiple rows to apply actions (status changes, exports) where supported.

This is where day-to-day reviewing happens. For batch reviewing organized by stage rather than by candidate, use the Stages tab instead.

Stages tab

Same data as Applications but pivoted: candidates are grouped under each stage. Useful when you want to:

• See which candidates are stuck in interview booking vs. which haven't paid the application fee.
• Batch-review a single stage (e.g., grade all submissions for the application-form stage in one sitting).
• Spot bottlenecks in your funnel.

Click a candidate row from any stage to open the same detail view as in Applications.

Managers tab

Assign Campaign Managers to this specific campaign. A Campaign Manager only sees campaigns they're assigned to — assigning is how you grant access without giving Admin rights.

1. Click Add Manager on the Managers tab.
2. The picker shows team members with the Campaign Manager role. Click one to select.
3. Set their Priority (default 0). Lower numbers are prioritized for round-robin assignments inside the campaign.
4. Click Add.

To change priority later or remove a manager, use the row actions on the Managers tab.

Notes tab

Internal notes scoped to this campaign. Useful for shared context — decisions made, deadlines, candidate-pool observations.

1. Click + Add Note on the Notes tab.
2. Write your note in the dialog and save.
3. Notes appear in a timeline on the tab, newest first.

Notes are visible to all org members except candidates — Admins, Campaign Managers, and Members all see them.

Branding tab

Customizes how this campaign appears to candidates — overrides organization-level branding for the duration of this campaign.

Fields you can set:

Field	What it does
Cover Image	Hero image at the top of the public application page. Upload from your computer
Logo URL	Direct link to your organization's logo image (alternative to using the org's default logo)
Primary Color	The accent color used across the candidate experience. Pick from 8 swatches, the color picker, or paste a hex value
Welcome Title	Heading shown to candidates on the application landing page (default: Welcome to our program)
Welcome Message	Paragraph below the title explaining what the program is about
Footer Text	Small text at the bottom of every candidate-facing page

A Live Preview panel on the right of the tab updates as you type, so you can see what candidates will see before saving. Click Save when you're done.

Documents tab

Upload PDFs or other files candidates can download from the public application page — program brochures, eligibility checklists, sample tests, etc.

1. Click Upload Documents on the Documents tab.
2. Select one or more files from your computer.
3. For each file:
   • Title — what candidates see in the download list
   • Visible to candidates — toggle to control whether candidates can see this file. Off = upload but hide from public view (useful while drafting)
4. Documents save automatically as they upload — watch the Pending / Uploading / Uploaded / Failed status next to each.

To edit a document's title or visibility, or to delete it, use the actions on its row in the document list.

Send invitations

Invite candidates to apply by emailing the application link directly from the CRM. Optional WhatsApp delivery if your org has WhatsApp enabled.

1. In the campaign header, click Send Invitations (or the equivalent in the actions dropdown). A Send Campaign Invitation dialog opens.
2. Pick a tab:
   • Single invitation — one recipient. Fields: Email Address (required), Name (optional), WhatsApp Number (optional, with country code).
   • Bulk Send — paste many emails at once (one per line), or upload a CSV. Format: email,name,phone — name and phone are optional.
3. Click Send.

Edit campaign details

To rename a campaign, change dates, switch programs, or toggle other top-level fields:

1. In the campaign header, click Edit Campaign (or pick it from the actions dropdown).
2. The same drawer used to create the campaign opens, prefilled with current values. Workflow source is hidden — that's set once at creation.
3. Update fields and click Update Campaign.

The slug can be changed here, but be careful: the old public URL stops working immediately. If you've already shared the link, prefer keeping the slug and editing the name only.

Delete a campaign

Deleting is permanent — applications, interviews, and evaluations all go with it.

1. In the campaign header, click the actions dropdown (⋮) and choose Delete Campaign.
2. The confirmation dialog spells out exactly what will be deleted. Read it.
3. Click Delete to confirm.

If you only want to take the campaign offline temporarily, Unpublish instead (see Create and Publish a Campaign → Unpublish or close).

Troubleshooting

Symptom	Cause	Fix
Campaign Managers see the campaign but can't open the Branding tab to edit	Branding is Admin-only	Ask an Admin to update branding
Add Manager picker says no available members	Nobody in your org has the Campaign Manager role yet, or all of them are already assigned	Invite team members with the Campaign Manager role from Manage Team
Member-role users say they can't see Notes	Notes are visible to all staff (Admin / Campaign Manager / Member) but not to candidates	Confirm the user has a non-candidate role; otherwise check their browser auth state
Document upload status stays Failed	File too large, network issue, or unsupported type	Try a smaller file. Confirm your browser can reach BrightStep
WhatsApp invitations don't send	Your organization doesn't have WhatsApp messaging enabled, or no number is on file for the candidate	Leave the WhatsApp field empty to send email-only, or ask the BrightStep team to enable WhatsApp
Delete Campaign isn't in the actions dropdown	You're a Campaign Manager — only Admins can delete	Ask an Admin
Slug change broke shared application links	The public URL is built from the slug; changing it invalidates old links	Restore the slug to its prior value, or send the new link to anyone who had the old one
Branding changes don't show on the public page	The page may be cached, or you didn't click Save	Click Save in the Branding tab. If it's saved, hard-refresh the public application page

Related