How do I manage an active challenge?

Updated May 12, 2026 Admin

Once a challenge is live, you have a full set of tools to manage it from the Manage Challenge page. Here is everything you can do.

Getting to the Manage Challenge Page

  1. Log in to the Vantage Fit Admin Dashboard.
  2. Go to Challenges in the left sidebar.
  3. Find your challenge under the Ongoing tab.
  4. Click on the challenge name or the Manage button.

Editing Challenge Details

You can update basic challenge information even after it has started.

  1. On the Manage Challenge page, click Edit Details.
  2. You can change:
    • Challenge name
    • Description
    • Cover image
    • Start and end dates (reschedule)
  3. Save your changes.

Note: Changing dates on an active challenge will notify participants. Be mindful of timing when making date changes.

Managing Themes and Tasks

For Custom challenges with weekly themes:

  1. Go to the Themes section on the Manage Challenge page.
  2. Create a new theme for an upcoming week.
  3. Update an existing theme's name, description, or tasks.
  4. Delete a theme that hasn't started yet.
  5. Within each theme, add, edit, or remove tasks (steps, activities, content, quizzes).

Tip: You can add new themes mid-challenge to keep content fresh. Employees will see the new theme when it becomes active.

Managing Participants

Adding Participants

  • Individual: Use the search bar to find an employee by name or email, then click Add.
  • Bulk: Upload a CSV file with employee emails to add many participants at once.

Removing Participants

  • Search for the participant and click Remove.
  • Removed participants lose access to the challenge but their historical data is retained.

Note: Late-joining participants score from their join date, not from the challenge start. See How Do I Add or Remove Challenge Participants? for more details.

Managing Teams

If your challenge supports team participation:

  1. Go to the Teams section.
  2. Create new teams with a name and optional description.
  3. Add members to teams individually or via CSV.
  4. Move members between teams if needed.
  5. Delete teams that are empty or no longer needed.

Viewing Leaderboards

The Manage Challenge page gives you access to multiple leaderboard views:

  • Score Leaderboard — Ranked by total points earned across all tasks.
  • Steps Leaderboard — Ranked by total step count.
  • Team Leaderboard — Teams ranked by average score (not sum).

Click on any participant's row to see their detailed score breakdown by task and by week.

Sending Notifications

Keep participants engaged by sending push notifications directly from the challenge page.

  1. Click Send Notification on the Manage Challenge page.
  2. Write your notification message.
  3. The notification goes to all participants of this challenge.

Tip: Use notifications to celebrate milestones, remind participants about upcoming theme changes, or encourage lagging participants.

Challenge Controls

Reschedule

Change the start or end date of the challenge. Useful if you need to extend a popular challenge or delay a start.

Force Start

Start a challenge immediately, bypassing the scheduled start date. Helpful if you have finished setting up early and want to go live now.

Force Stop

End a challenge before its scheduled end date. Use with caution — this action is immediate and participants will be notified.

Note: Force Stop cannot be undone. Make sure you intend to end the challenge before clicking.

Exporting Leaderboard Data

  1. On the leaderboard view, click Export CSV.
  2. The CSV includes participant names, emails, scores, steps, and rankings.
  3. Use this for reward distribution, reporting, or record-keeping.

Tip: Export the leaderboard after the challenge ends to have a permanent record of results for reward fulfillment.

Running Global Challenges (Different Time Zones)

Vantage Fit supports challenges that span countries and time zones. Participants in different regions see start, end, and daily reset times localized to their own time zone, so a daily-step challenge starts at midnight local time for each participant — no employee is disadvantaged by living in a different region from where you set the challenge up.

Rewards / gift card catalogues are also localized — participants in each country see currency and vendors relevant to where they are.

Quick Reference

Action Where to Find It
Edit name, description, image, dates Edit Details
Add/edit/delete themes and tasks Themes section
Add/remove participants Participants section
Create and manage teams Teams section
View score/steps/team rankings Leaderboard tabs
Send push notifications Send Notification button
Reschedule, force start, force stop Challenge Controls
Download leaderboard data Export CSV button

Need more help? Contact your Vantage Fit account manager or email support@vantagecircle.com.

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