Participant Management for Surveys

Managing your participants within Survey 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 dig in!

Adding Candidates to Your Study

Please follow this guide.

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
  • Participation Invites (aka Schedule Invites)

Screener Invites

Screener invites are emails sent to participants that you want to participate in a screener to gather information before offering them the option to complete your survey.

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 the option to complete your survey.

Participation Invites

Participation invite emails are sent to participants that you want to participate in your survey without a screener (or skipping the 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 participation 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 Participation invite.

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

Checking In

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

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 invitation reminders to candidates who do not respond 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, Invited, Completed, 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
  • 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
  • No-showed - places the participant in the no-showed list
    • No shows can affect the participants' eligibility settings.
  • 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 Surveys ✨

Participant has finished their survey. Time to wrap things up.

Once the participant is done, they are automatically placed in the Completed tab.

When you are ready, you can send out the Thank you email(s).

To do so:

1. Go to the Completed list.
2. Check the checkbox next to the name of the participant(s), or click the checkbox next to Name to send to the full list.
3. Click Send thanks in the top right of the Participants view.
4. Ensure the email content is correct.
5. Click Send thanks.

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 Repository on the left-side menu.
2. Click on Summary responses or Individual responses.
   1. Either page will provide the same results.
3. Click Export to CSV.

Have Questions?

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