Quick links for this article
Adding Activities in the Project
Adding itracks Realtime Projects
Booking Your Project
Account users with active subscriptions can create a new project from the home page by clicking Create A Project in the Quick Links section of the sidebar, as shown below.
You may also create a project by clicking the Create button found on your Account page, as shown below.
A window will appear asking you to select a project type. If you have multiple choices on this page, choose the Create Realtime Project button.
If you are seeing a different project creation page, we have updated our project creation for some accounts The instructions for the newer version of project creation can be found here: New Project Creation
Project Information
Enter the project information into the form that appears.
Project Name - The name of the project. This is an overall project name and is not seen by the participants.
Time Zone - The time zone that this project and all project activities will be booked in. You can click into here and begin typing in order to search for your time zone.
Project Contact - The person who is the main contact, from your company, on this project. This will most likely be you and default to your name.
Language - The language you would like to book this project in. Click here for a list of languages available.
It is highly recommended to book separate projects for each language.
For example: If you have a Project which has one English group/ interview and one French group/ interview. It is recommended that you book two separate projects - one with English language and the second with French language selected in the Language field. Otherwise because the Project is booked in English language the Application will try to convert the French verbal discussion in English language resulting in a transcript with special characters and not meaningful data.
Purchase Order - If your company requires a PO number for invoicing enter it here.
Media Storage Region - It specifies where media files should be stored – offering the flexibility to ensure that data resides in a defined location necessary to meet compliance requirements (if applicable).
Time Selection - At this time, time selection must be enabled on a project or on an account overall. In order to add time selection to your account email help@itracks.com to request that it be added to your project or account. Click Enabled if you want to use the scheduling tool, click Disabled if you do not.
The full article on setting up time selection is here: Setting up Time Selection
Description - Any project or invoicing information that you would like to note about this project.
When you are done filling out the required information, click the Next button to go on to the next step or click the Save button to save the project without completing the next two steps. This will take directly into the project registration.
Setting up Activities
Click the Add itracks Phone IDI, Add itracks Realtime (Text) or Add itracks Realtime (Video) button to start booking in focus groups or interviews. At this time, if you are using external meeting types, you will need to add them once the project is fully set up.
Once an activity type is selected the name, date/time and estimated duration can be selected.
You can also add activities in the project once it is created.
Add more activities by clicking the buttons to add more activities or clicking the button to make copies of an existing activity. Click Next to go to the next step or Save to proceed to the project.
User Access
If you choose the Next button in the previous step, you can then select if other company account-level users have access to this project.
When you are done filling out the required information click the Save button to save the project without completing the next two steps. You can also go back to the previous step by clicking the Previous button.
Registration
Immediately after creating a project, you will get a registration page. This page will have all your details from your account settings that you can adjust. This step creates a unique user for you to access the project and lets you set your display name.
Adjust details here as needed then click the Save and Continue button.
Adding Activities in the Project
If you had not added any activities during the booking process you can also do it in the project area by clicking the Add button. This lets you add any new or additional activities to the project as needed. This is done by clicking the Add button and choosing the activity type you would like to book in.
itracks Realtime Activities
If you have chosen itracks Realtime Text or Video the following page will appear for you to enter the activity name for you, the activity name for the participants (which can be different) the start time and duration. You can also add concierge here as needed.
Custom Meeting Links
If you are running Teams, Zoom or other type of meeting external to the itracks tool you will chise the custom meeting link option. You will still be able to use all the tools available to regular itracks proejcts like the email broadcaster, automated reminders and scheduling. When choosing this option, you will get the following interface.
You can choose the activity name and start date as well as duration as usual but there is a field for your meeting link in the external meeting application. This meeting link will be used when you send the Join Now link in the email broadcaster.
Concierge can be requested here as needed as well.
Adding Concierge Services After Initial Booking
The activity set up in the booking phase has limited settings available and does not allow for adding in concierge services. To change settings or update settings, edit the activity using the edit button circled below.
Once you click the edit button, you will get the option to add Concierge Services to your group or interview.
Activity Settings
If you are booking a new activity, the activity settings will appear when the Next button is clicked on the first page of the activity edit/booking page. You will be able to edit the following settings for Realtime sessions.
For meetings using a Custom Meeting Link only the Automated Reminder Email setting will be present.
Automatic Reminder Email
This drop down lest you choose an automatic reminder to send out to participants 15 minutes before their activity runs.
Observer settings
There are three observer settings here that determine if the observers can see different areas of the software. For full details on these please refer to this article: Observer Settings (Limit Access to View Waiting Room or Direct Messages)
Activity Region
The activity region should be set/changed based on the location of the majority of the users accessing that activity. For example, if you are doing a group with primarily UK participants you will want to choose the UK Activity Region. If most of your participants are in the US you will want to choose one of the US regions.
This is different than the data storage that is set in the project set up. While the data storage location determines where the data is stored, the activity region determines where in the world the activity will take place.
You are able to edit all activity settings for any upcoming activity that has not yet opened after having created the activity by clicking on the Settings button found in the far right of each activity's row in the Activity section.
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