As an observer of a video interview or focus group for a research study, below are instructions about how to sign in for the study, how to navigate the platform, and what you can expect to see when you join the video call.
Quick Links for this article
Adding Activities to your Calendar
What is Virtual Backroom versus Private Mode
Joining the virtual backroom with a camera and microphone
Backroom Chat and Direct Messages
Email Invite Details
Before the start time of your session, you will receive an email from hello@itracks.com with information on how to sign into itracks and join the research study.
Registration and Login Page
If a Registration and Login Page link is in your invitation, you will be asked to create a password and confirm your information the first time you log in.
Your password can be anything that you would like it to be as long as it meets the system complexity requirements. This will be the password you will use to log into itracks for this and all projects in the future.
Passwords must be at least 8 characters long.
Passwords must contain multiple character types. Try:
- Adding both upper and lowercase letters.
- Adding numbers.
- Adding punctuation.
Enter your Password and Confirm Password in the fields as shown below. The passwords need to match. When done, click Continue.
Once you complete the initial registration, each time you return to the registration and login link in your email, you will come to the login page where you can enter your email address.
Once you enter in your email address, you will then have the option to use a one-time Passcode sent via email or mobile phone (if your mobile details are in the system) OR to log in using the password you created during the registration process.
Click here for instructions on how to sign in with Google.
Home tab
The first time you log in, you will start on the Home Tab.
On the right hand side of the page, projects and activities you have access to will be listed. Active and upcoming projects and activities will appear at the top of the list with any live activities that you can join now having a JOIN NOW button that you can click to go right into any open sessions.
The dashboard is organized in rows by item and columns by Name, Status, and Type. Each row also includes the Support ID. Depending on user type this dashboard may include Alerts or navigation and management shortcuts.
On the left-hand side of the screen will be a To Do list, an area to Continue where you left off since you last logged in and an area to update your account information.
Adding Activities to Your Calendar
Once you have entered a project, either by choosing to view a project from the Home tab or entering a project using a continue where you left off link, you will get an activity schedule. Here you can see what is upcoming and add any scheduled activities to your email calendar.
Here you can click the Add to Calendar button on any upcoming activity to add a reminder to your Outlook or Gmail calendar.
To get into a particular activity click on the row of the activity you are meant to watch at the time that you have logged in. If an activity is currently available there will be a Join Now button on it. All Realtime Video activities open up 15 minutes before the scheduled start time.
Joining a session as an observer
Once you are in a Realtime Video activity initially the discussion will load and you will be asked to choose your preferred experience:
What is Virtual Backroom versus Private Mode
The Realtime software has a virtual backroom where people set up in observer roles can join in via webcam video and audio. The video and audio are seen by others in the backroom and the moderator has the option to turn off the video/audio to focus on the main video room. The participants NEVER see all audio and video in the virtual back room. All backroom observers also have access to direct messages and the group backroom chat.
Private mode allows you to join as an observer without using your camera. In this case, you will not appear in the virtual backroom and will not be able to see/hear other observers talking in the virtual backroom but you still get access to direct messages and the backroom chat and are able to see/hear the main room. So you can hear and see the main room and still talk to any other observers and the moderator using the backroom chat area.
Joining the virtual backroom
A microphone and camera must be installed for this experience and security permissions will need to be granted to access the camera and mic. You will also need to disable your VPN if you are working from home.
Step 1 - Select the option of your choice and click the Next button
After clicking next the software will immediately attempt to start your camera and microphone. If the settings for which camera to use are not saved in the browser, the dialogue will not load until it is given permission to access the devices and you will see the loading spinner.
Step 2 - Preview and test your audio, click Join Call
Step 3 - to get to the observer mosaic, click on the Backroom area in the grey bard and choose Observer Mosaic from the options at the top of the screen.
Please note that while in the observer mosaic other observers and moderators within the discussion can hear and see you. Participants never hear or see you. The moderator does have the ability to mute this part of the software to minimize distractions while the group is running but you can keep talking with each other here as needed.
The Backroom Chat and Direct Messages, described later, are available regardless of which option you choose.
Joining in Private Mode
Step 1 - Select the option and click the Join Call button
The Waiting Room
Before the session start time, participants will join into the waiting room to be approved by the moderator. This view will change depending on who has joined, if the moderator joins then the message will change to let everyone know the moderator or participants are online. If you have access to the waiting room (note that you may not) you will get notifications when participants join the waiting room in the attendees area.
Once the session starts
When the moderator moves the participants to the main room, you will see the moderator as well as all the participant feeds on the left-hand side of your screen.
Backroom Chat and Direct Messages
The backroom chat is where you can talk to other observers using text chat and message the moderator. The moderator does see all the messages in the main backroom chat.
If you want to start a conversation that is private between you and the moderator, that other observers do not see, you can either click the direct message tab or click the message moderator button that brings you to the direct message area. If you have a new direct message an alert will appear in the tab for this part of the backroom as well.
Notification of new direct message
Direct Message tab chosen
Media Display
When the moderator chooses to share media, it will display above the participant's video feeds. You can click the Open in a New Window button to view it larger.
Polling and Participant Text Discussion
If the project includes text chat as part of the discussion or polls, these are found in the discussion tab of the attendee list.
Once all the participants have responded or if the moderator closes the poll, click the view results in a new window link to view the results of a poll.
Technical Support
Tech support is available by clicking the in the navigation bar where you can toggle between the backroom and other areas. If tech support is part of the services paid for, the dedicated tech support will be available to direct message here. Otherwise, this will display the help desk information and a live support chat bubble
to chat with tech support directly.
Tech support can be called at 1-888-525-5026 or emailed at help@itracks.com
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