Starting and Moderating a Realtime Focus Group or Interview

This article contains information on how to start both your video and text based groups.

Starting Your Camera (Video Groups/Interviews Only)

Moving Participants from the Waiting Room into the Main Room (Both Chat AND Video Groups)

Starting Your Camera (Video Groups/Interviews Only)

Step 1: Joining the call

When you log in and click the Join Now button corresponding to the activity, you should get a window pop-up that asks you how you would like to join the call.  If you are in the software as a moderator or project manager you will get the options shown above. 

If you are moderating this session, choose the top option As the host; I am here to conduct the interview.  This option will be greyed out if someone else has already joined the call as the person conducting the interview. To disconnect from this option, refresh and then choose another option.

If you are not conducting the interview, you can choose to observe from the observer virtual backroom using your camera or by watching in private mode, without using your camera.  

Most of the instructions going forward will be for those conducting the interview/focus group. Click here for more details on what to expect from the observer view: Observer Instructions for Realtime Video Groups

Click the Next button once you've made your choice.

Step 2: Checking your video and camera

If you have more than one camera or microphone installed on your system, this window will give you the option to select the correct camera and microphone from the Audio/Video Preferences dropdown menus.

Once you choose either of the camera options, you will see a preview of your camera and be able to test if your microphone is working.  If you are having issues at this point (are not able to see your camera or your microphone is working you may need to test your system compatibility and network here: Network Testing

If everything is working as expected click the Join Call button to join the focus group on video as the moderator.

Moving Participants from the Waiting Room into the Main Room (Both Realtime Text AND Video Groups)

Participants can log in up to 15 minutes before the start time of video groups, and 30 minutes before the start time of text groups. If they log in before this time they will get a notification that the group is upcoming but not yet open. If they log in after that 15 or 30 minute mark, they are automatically directed to the waiting room. If you have chosen to add the concierge service on your group/interview, participants will be greeted by the Technical Support person in the waiting room.

Moderators can also type into the Waiting Room if they need to give updates on anything before the group. Items (media or text) from the moderator’s guide cannot be posted into the Waiting Room. 

Participants will remain in the waiting room until they are approved.

Notifications from the Back Room and Waiting Room

If the Waiting Room or Backroom pane happens to be collapsed you will get notifications showing if there are users in the room and a small bubble to indicate if they have typed in something or not.  

The number here is an indicator of the number of messages you have not yet viewed.

Approving Participants

Once a moderator is ready to begin the group, they will go to the Waiting Room and click the Select All Participants checkbox then the Approve button.  Alternatively,  if a smaller group is preferred, click the button on each participant that should be accepted into the group and the button on anyone that needs to be removed from this session.

Text-Based Focus Groups

For text-based focus groups, once participants are moved from Waiting Room into the Main Room, the moderator can then post questions, polls and media from the guide using the instructions here: Posting Text Based Questions, Polls and Media

Video Focus Groups / Interviews

In video groups, it may take a few seconds for participants to join the call and get their webcam set up.  If you have concierge in your group, they can get things set up before you come in as preferred. 

If the moderator has not yet started their camera, the participants will not see anything. Everyone sees each other and recording begins when at least one participant and one moderator have started their camera and microphone.

Moving the Participant back from the Main Room to the Waiting Room or Removing them

You also have similar options after you have brought participants into the Main Room. In the Attendees > Discussion Area all the users' names will appear. Click the hamburger (…) associated with the participant's name to get a menu where you can Remove the participant or move him/her back to the Waiting Room if you need to chat with them before removing them.  

Once everyone is on you can start your group and posting Posting Text Based Questions, Polls and Media