When you launch a campaign in Access Provider Manager, your providers receive and complete it through the Access Provider Gateway — their own dedicated access to Provider Manager. Understanding their experience helps you design clear, straightforward forms and set realistic expectations for your team.
The provider journey
Here is what a provider sees from the moment a campaign is launched to the moment they submit their response.
Step 1: email notification
The provider receives an automatic email notification containing a link directly to the campaign. Reminders are sent to each provider's primary contact as recorded in your Access Provider Directory.
🤓 Tip: Keep your Access Provider Directory contacts up to date so reminders reach the right people.
Step 2: opening the campaign
The provider opens Campaigns in the Access Provider Gateway and sees the form waiting to be completed. They can view the campaign details before starting, including:
The deadline date.
The reminder schedule.
The campaign purpose.
The owner from your team.
Step 3: completing and submitting the form
The provider clicks Fill Out Form, completes the form and clicks Submit, then confirms their submission.
Step 4: submission confirmation
Once submitted, the provider sees a Submission Successful confirmation screen with a reference number for their records.
📌 Note: The campaign status in your Campaign Manager updates automatically once a provider submits — for example, from Pending to Submitted.
Good and poor practice
Following these best practices helps ensure providers can complete and submit their forms without difficulty.
Good practice
Keep forms short and relevant by using conditional logic so providers only see the questions that apply to them.
Add instructional text to your form to guide providers through any complex sections.
Ensure your Access Provider Directory contacts are up to date so email notifications and reminders reach the right person.
Set a realistic deadline date so providers have enough time to complete and submit their return.
Poor practice
Sending long, unfiltered forms with questions that don't apply to every provider.
Using technical jargon in field labels without explanation, making it unclear what providers need to enter.
Using outdated contact details in your Access Provider Directory, meaning reminders go to the wrong person.
Setting very short deadlines without allowing enough time for providers to gather the information they need.
Summary
The provider experience in the Access Provider Gateway is designed to be simple and reassuring. Providers receive a clear email notification, can view campaign details before starting, complete the form at their own pace and receive a reference number on submission. Keeping your forms focused, your contacts up to date and your deadlines realistic gives your providers the best chance of responding on time.