Adding Users (Participants, Observers, Moderators and Recruiters) Into Realtime Focus Group and Interview Activities

Realtime project users can be manually added or imported from an Excel sheet using the downloadable user import template. After adding a user, they can be assigned to an upcoming interview or focus group.
 

 

Quick Links

Adding Users Manually

Uploading Users

Users for Realtime in itracks are set up at the project level.  When logged into your project, click on the Users tab and choose Add/Edit Users from the list that appears.

Once in the Add/Edit Users area, users can be added one at a time using the Add button or uploaded in bulk using the Import button.

Adding Users Manually

Click the Add button.

A dialogue window where participant information can be entered in will appear. A valid email address must be entered in the Email Address field before the following fields will become fillable.

Here is a description of all the fields in this form:

Email Address - This is a required field. The user’s email address.

First Name - This is a required field. The user’s first name. This is not seen by anyone but the participant and moderators, Project Managers and itracks Support team members in the project.

Last Name: The user's last name. Only the first letter of the last name will be shown to moderator and above users, with the remainder being masked.

Phone Number - This is not a required field here or upon registration. If entered, the phone number and extension must pass the validation shown below. The phone is also checked for validity based on the country selected. Premium rate numbers, fax numbers, pager numbers and unknown number types are not allowed.

There is a Country code dropdown in the phone number field. This list is alphabetical by country.

Role -This is a required field. This determines the type of access that this user will have in the project. The choices here are dependent on your user role within the system but they may include the following

• Project Manager - These users have full admin access to the project.  They can access all activities, add all user types, send emails, complete all project set up that is required and communicate with the participants as a host/moderator as needed.
• Recruiter - These users can add participants and other recruiters, send invites and access activities but are not able to communicate with participants within a session/discussion.
• Moderator + - These users can load guide and moderate as well as performing all the functions of adding participants and recruiters that the Recruiter user type has.
• Moderator - These users are able to load guides, send email broadcasts and moderate.
• Observer - These users are generally the clients for the study. They will have access to the activities you assign access to in order to watch the group but will not be able to interact directly with the participants.
• Participants - The respondents engaging in your research.

Display Name - The name that will be displayed within the discussion. This name is viewable by other participants and observers. If you are using pseudonyms, this is where you would put them.

Assigning Users 

Once the Add User form is filled out, click the Next button to assign the user to a specific group or interview.  Note that all observers and moderators are by default assigned to ALL activities in the project.  Participants will need to be assigned to activities in order to be given access to attend their session. When you have finished assigning your user to activities, click Save.

Uploading Users from a File

Users can also be uploaded from a file using the Import button.

To start, download the Excel template to fill in with the user information. Click the Download Example File link to get the example file to use.

The example file will look like this. The headings on columns A - G need to remain as they are seen in template.  All columns after column G are optional and can be adjusted.

Email Address  - Column A - Is required and must contain a valid email address.

Display Name - Column B - Is required and must be unique for each user.  Display names are the names that display to others in the study as applicable.

First Name - Column C - This is required and only seen by the moderators/PMs and by the participant themselves.  Other participants and observers do not see this name.

Last Name - Column D - Is not required. Only the first letter of the last name will be shown to moderator and above users in the platform, with the remainder being masked.

Phone Number - Column E - Is not required but recommended.  If you are putting in the phone number here, please be sure to include the country code.  

Role - Column F - Participant, Observer, or Moderator depending on their role in the study.

Activities - Column G - The support ID as shown in the Activity screen of your project. If left blank, participants are not going to be assigned to any activities and can instead be assigned on the activity page using the Activity Access 'key' button, in the user list once the user is uploaded, or in the Activity Access tab found by clicking the 'key' button on the User list page. Observers and moderators are automatically to assigned to ALL activities if this is left blank.

Additional Columns - Columns H and beyond - these are optional.  These are used only when you have to upload additional information to the profile of the users like age, HHI, etc. 

Once the file is filled in, save it on your computer then go back to the Import area in the software.  Choose Import again to get back to the area where you can select a file and upload.

Click the Import button here to import the file and add the users to the list.

Next Steps

Sending Email Invites and Reminders