Sending a Participant List to a DER (Designated Employee Representative)
Keeping your clients informed is an important part of managing your program in DTN. You can quickly send a participant list to each company’s Designated Employee Representative (DER) — either in the email body or as a CSV attachment.
Step-by-Step: Send a Participant List
- Search for the Company
- Click the Email Personnel icon
- Select the Recipient(s)
Contacts for the company will appear with checkboxes.Ensure the DER is selected.Select additional contacts if needed.
Choose Which Participants to Include
Select the scope of participants to include in the list:
- Active — Only currently active participants
- Active & Pending — Includes participants not yet fully active
- ALL — Includes Active, Pending, and Not-Active participants
Tip: Choose the option that best fits what your client needs to review. Most DERs prefer Active or Active & Pending.
Choose How to Send the List
- Include in Email Body
The participant list appears directly in the email message.Best for quick viewing. - Attach as CSV File
Adds a downloadable spreadsheet file.Ideal for sorting and filtering.
Optional: Add Additional Recipients
You are not limited to saved contacts.
- Enter a name and email address manually to include someone not listed
- Add yourself to preview the email before sending
Preview Tip: Sending the email to yourself first is a great way to confirm formatting and content before delivering it to your client.
Use an Email Template (Recommended)
Save time by creating a reusable email template instead of writing messages from scratch each time.
To create or edit a template:
- Go to the Other-Data menu
- Select Mail/Text Messages & Other Documents
- Choose Current Personnel Roster
Efficiency Tip: Create a standard message for participant lists and simply make small edits before sending. This can save significant time when working with multiple clients.
Final Step: Review and Send
Before sending, confirm the following:
- Correct recipients are selected
- Participant scope is correct (Active, Active & Pending, or ALL)
- Message content is accurate
- List format is correct (email body or CSV attachment)
Final Tip: A quick review helps ensure your message is clear, accurate, and professional before sending.