Participant Management for Online Tasks

Managing your participants within Online Task studies

Looking for details on the different participant management features? You are in the right place!

There is a lot of great information and helpful tips in this guide, so let's take a look!

Adding Candidates to Your Study

Please follow this guide.

Email Invitations

Once you have participants shortlisted to your study, it is time to start sending invitations!

• There are two possible options for sending initial communications:
  • Screener Invites
  • Task Invites

Screener Invites

Screener invites are emails sent to participants that you want to participate in a screener to gather information before offering them to participate in your third party task.

To send a screener invite:

1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
2. Click Compose in the top right of the Participants view.
3. Click Screener invite.

Once the invite has been sent, the participant(s) will be added to a Sent Screener list.

After the participant has completed the screener, they will be added to an Applied list.

• If you have Automatic review enabled, and they match your ideal answers, they will be offered to continue on to the task. They will be added to the Invited list before clicking the button to begin the task, and then to the Started list once they begin the task.

Task Invites

Task invite emails (aka participation invite emails) are sent to participants that you want to participate in your third party task without requiring them to complete a screener.

• This can be done with or without the screener enabled for your study.
• If you do not have a screener enabled for your study, this will be your only option.

To send a task invite:

1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
2. Click Compose in the top right of the Participants view.
3. Click Task invite.

Once the invite has been sent, the participant(s) will be added to an Invited list.

After the participant has begun the task, they will be added to a Started list.

Checking In

After sending those initial communications, it is time to follow up, make adjustments (if needed), or just review settings.

Screener follow-ups

If you have participants that are in the Sent Screener list, and want to send them a "reminder", you can:

1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
2. Click Compose in the top right of the Participants view.
3. Click Resend screener

If you have participants that are in the Applied list, and want to send them an invitation to schedule an interview, you can:

1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
2. Click Participation invite in the top right of the Participants view.

Invitation follow-ups

Participants in the Invited list can be sent reminders, if it has been a while, and you want to try to reengage them.

To do so:

1. Review your Settings > Automation settings to see if you have Send candidates a reminder to complete the task after 24 hours. enabled.
   1. If so, review the participant's Invited at date, shown in the Invited at column, before manually sending a reminder. An automated one may be going out soon.
   2. If not, proceed to step 2.
2. Review the participant's Invited at date, shown in the Invited at column, so that you know how long ago they were invited.
3. If it has been 24+ hours (recommended):
   1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
   2. Click ⁝ in the top right of the Participants view.
   3. Click Invitation reminder...

Updating Participant Stages

Every list, Shortlisted, Sent Screener, Invited, etc..., has an option to Mark as...

So depending on what stage you are looking at, you will see different options to...

• Mark as:
  • Shortlisted - places the participant back in the shortlisted list
  • Invited - places the participant in the invited list
  • Started - places the participant in the started list
  • Completed - places the participant in the completed list and provides a prompt to send the Thank you email/incentive
  • Canceled - places the participant in the canceled list and provides a prompt to send a cancelation email
  • Removed - places the participant in a removed list

How to do it?

1. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
2. Click ⁝ (or Mark as..., depending on the list you are looking at) in the top right of the Participants view.
3. Click the option that you want to set them as.

Completed Tasks ✨

Participants are done, according to your third party task. Time to wrap things up.

Once the task is done, which would need to be indicated in your third party application, you can manually mark them as completed, as noted above.

• Participants are not automatically marked as completed since Great Question is not able to track the activity within the third party task/application.
  • This is why it is important to be able to track complete of your third party survey, for example, in the third party application.

After marking users as completed, you will see a status next to their name that either says Completed or Sent thanks (shown when the Thank you email is sent).

• Admins: If a Thank you email that contained an incentive was sent, you can see the status of that incentive in the Incentives page.

Helpful Tips

Need to export your participant's responses from your signup form?

1. Click Screener on the left.
2. Within the Screener box, click on Export to CSV in the top right corner.

Have Questions?

Please reach out to us in the chat or at [email protected]!