Adding a participant is how you get someone's workflow data into Optimize. It's a two-part process - inviting the person, and them accepting and signing in and both steps have to happen before any mining starts.
How to invite a participant
You can also invite via SCIM, if your org has it set up — group mappings from your identity provider (Okta, Entra, etc.) can auto-provision the Participant role, so people don't need a manual invite.
Roles you can assign
| Role | What they can do | How it's assigned |
|---|---|---|
| Participant | Gets mined for workflow data | Invite or SCIM |
| Team Optimizer | Views their team's dashboard | Invite or SCIM |
| Organization Optimizer | Views all teams' dashboards | Invite or SCIM |
| Capture System Admin | Full settings access — invites, whitelisting, SCIM/SSO, mining on/off, adding other admins | SCIM, or direct assignment |
Note: To make someone a System Admin, they need to already be on an Optimize team — that means sending and having them accept a regular invite first.
Good to know
- One participant, one team. A person can only be mined for one team at a time — even in SCIM setups. If they're invited as a participant on a new team, they're automatically moved off their old one.
- Multiple roles = multiple invites. If you invite someone as both a Participant and an Optimizer, they'll get two separate emails and need to accept both.
- Mining won't start until three things are true: the invite is accepted, the extension/app is installed and signed in, and mining is turned on for their team in Admin Settings.
- Participant seats are paid; Optimizer/Admin roles don't count against your seat limit.
- You can check invite status anytime under Admin Settings, or ask your CSM/Support if something looks stuck.