Manage participants

Modified on Tue, 30 Jul, 2024 at 4:02 PM

Administrators and Moderators can manage the Participants invited to the study via the following menus:

Registered
Guests
Profiles

Registered

The Registered menu contains the list of participants invited to the study who have already accessed the community for the first time, i.e. who have already registered on the platform at some point. This list contains a range of information relevant to the organization of the study:

Voices ID: OW Voices creates a unique ID for each registered participant. You can consult this id if you need a unique identification number for a user.

External ID: The external id is an identifier that you assign to each participant when you Add Participants. This id acts as your control over the participants.

Name: the name chosen by the participant on their first access. If you need the participant to fill in their name in a specific way, you need to provide them with this information when inviting participants.

E-mail: the channel where the participant received the invitation to register in the community and other notifications.

Other columns: there is a column for each Segment created for your community. The segment columns must be filled in with the numeral “1” if the participant in question is part of this segment and with the numeral “0” if the participant does not belong to this segment. All cells must be filled with either the number “1” or the number “0”.

Remember that the segments are not exclusive, and each participant can be part of more than one of them. Learn more about Segmentation.

Administrators can view the list of registered participants, deactivate participants and edit information such as identifiers, name, e-mail address and segments. Moderators can only view and consult this information.

Important: if you need to change any information about a participant, bear in mind that actions such as login and access to activities can be changed once information such as segments and e-mail are modified.

Guests

The Guests menu contains the list of participants who have been invited to the study but have not yet registered with the community. This list contains a range of information relevant to the organization of the study:

E-mail: channel where the participant received the invitation to register in the community and other notifications.
Created on: date and time the invitation e-mail was sent to the participant.
Viewed on: date and time the participant opened the invitation e-mail. Note that viewing the e-mail does not imply that registration has taken place.
Joined on: date and time the participant registered on the platform.

Administrators can, in addition to consulting the list of invited participants, Resend or Block Invitations. Moderators can only view and consult this information.

Block Invitation: Blocking an invitation means preventing the user who received the invitation from completing their registration. Note that once sent, it is not possible to prevent users from receiving invitations. However, using the Block Invitation function, you can prevent participants from registering. If the participant is already registered, you will need to go to the list of registered participants to deactivate the participant's access.
Resend invitations: To resend invitations to a user, select the desired participant and click Actions > Resend Invitation. If you want to resend to more than one user or to all of them, click on the select all button and then on Massive Action > Resend Invitation. Note that if the participant's e-mail address is incorrect, they will still not receive the invitation.

Profiles

The Profiles menu allows you to view the profile of each Participant registered in the community. Information such as name, e-mail address, ID and profile picture is available in the menu. Under “View participant” you can view various important information about the participant, such as:

which segments they belong to;
when the profile was created
the date of their last login;
the participant's personal progress in the community. That is, how many activities have been completed, incomplete or not started;
and the participant's responses to each task and activity

Tip
Use the lists whenever you need to help participants with their questions. For example: if a participant can't remember their e-mail address to access the platform, you can look it up in “Registered”. Similarly, if you need to check whether a participant has already registered or even viewed the invitation e-mail, use the “Invited” list to check this information. If you want to quickly check which segments a participant belongs to, use the “Profiles” list.