Adding and Importing Users (Participants, Observers and Moderators) Into Board Activities

Users in a board project can be loaded at the project level or the activity level within each board in your project.  At this time, we recommend that you add your users within each board in your study.

Quick Links for this article
Adding Users Individually
Uploading Users from a File

To get to the users tab within a board, click into a Board activity first, then hover over the Users tab and click Add/Edit Users.
 

If you do not see the above menu layout, you are most likely not in a Board activity, but at the project level.  Go back to the project page, and then click into a Board under the Activities area.

Adding Users Individually

To add one or two users at a time you can click the Add User button and fill out the form that appears. Then click the Save button when you are done.  

Step 1: Go to the Add User Area

Clicking on the Add User option will open up an Add User form to enter the user information.

 

Steps 2 and 3: Enter Information and Save

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. Items with a red asterick are required fields, other fields are not mandatory.  

 

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.

Once the required fields have information, click the Save button to save the user.

 

Uploading Users from a File

If you are loading a number of users, we recommend that you use the Import from a File option.  This allows you to enter your participants into an excel file and load multiple users at the same time.

Step 1: Download the Template

If you do not have a user template saved on your computer, all projects have one available to you in the Import tab.  Here is how you get to it:

Click the Import Users button, this will open up the Import Users window. 
Select the option From File on this page and click Next button (as shown below).

Clicking the Next button will take you to the Import Source page on the Import Users window. 
Click the option Download Example File to export a copy of the sample import file to your device. 

Step 2: Fill in fields

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 Login and Reminder Emails for Board

Need to Load Users into a real time project (Chat Group, Phone IDI, Video IDI, Video Chat)?  Click here.