The participants tab gives you an overview of the participant details (name, email, status and meeting details), lets you manage participant session (join, cancel and review rescheduled sessions) and informs you with upcoming sessions.
The management panel view is split into 4 tabs, with each tab showing participants based on the status that they have:
| Tab | What is shows | Status |
|---|---|---|
| Applicants | Shows all participants that have applied for your study no matter their status. | Scheduled, Awaiting Review, Completed, Canceled / Non-Shows |
| Scheduled | Shows all participants that have booked a time slot for your study and all participants that you have already conducted a study with and are awaiting your review. | Scheduled, Awaiting Review |
| Completed | Show participants that you have marked as “completed” | Completed |
| Canceled / Non-Shows: | Shows participants that you mark as non shows after a session has finished or participants that their sessions was canceled (participant cancels the session or researcher cancels the session) | Canceled / Non-Shows |
Statuses
Scheduled: Applies to all booked sessions, until the session is finished (i.e. if a session finishes at 14:25, it will have a “Scheduled” status until 11:25). While a session has a “Scheduled” status you can join or cancel it.
Awaiting review: Applies after the session is finished (i.e. if the a session finishes at 14:25, it will get this status at 14:25:01). This status remain until you mark participants as “completed” or “non show”.
Completed: Applies to all sessions that you have marked as “completed” after a session has finished. Marking a sessions as “completed” indicates that the participant entered the session.
After a “completed” status has been applied to a session, you can “archive” it it or upload a recording.
Canceled / Non -Shows:
Applies to:
- participants that you mark as “non shows” after a session has finished. Marking a sessions as “non show” indicates that the participant did not entered the session.
- participants that their sessions was canceled (no matter if the participant cancels the session or if the researcher cancels the session)
After a "cancel/non show” status has been applied to a session, you can “archive” it.
Sub-Status (Needs Action, Accepted, Declined)
Each participant will be assigned with a “Needs Action”, “Accepted” or “Declined” sub-status, depending on if they have accepted, declined, deleted or not interact with the calendar invitation you have shared with them.
Needs Action: the participant has not yet accepted or declined the calendar invitation that was send to them
Accepted: the participant has accepted the calendar invitation that was send to them
Declined: the participant has declined or deleted the the calendar invitation that was send to them
How do session recordings get uploaded
If you have enabled the Useberry recording bot when setting up a moderated interview study, recordings are automatically captured, uploaded and associated with each participant session. While if you have not enabled the Useberry recording bot, you have to manually record the session and then upload the recording to Useberry for analysis.
Statuses based on Booking Type (Automatic, Handpick)
When creating a new target audience to recruit via the share link or participant pool options, you will be asked to set a Booking Type.
If you have selected the “automatic” booking type option:
- If you have applied a screener
- participants who qualify the screener appear and selected a timeslot in the Participants table with a status “Scheduled”
- participants who fail the screener do not appear at all.
- If no screener is applied
- participants that book a timeslot appear in the participants table with a status “Scheduled”
The "handpick" option will be released soon and this section will be updated.
Join, Cancel and Reschedule a moderated interview session
From the participants tab a Useberry customer:
- can quickly “join” or “cancel” a moderated interview session while its status is “Scheduled”.
- can not “reschedule” a moderated interview session via the participants tab.
From the calendar invitation, participants and Useberry customers can “join”, “cancel” or “reschedule” a session via:
- the calendar event actions
- the Useberry link added in the calendar event
Archive participant sessions
After a “completed” or “cancel/non show” status has been applied to a session, you can “archive” it by clicking on the 3 dots icon and selecting "archive"
If a session is archived the video recording of this session remains accessible via the “recordings” menu. The highlights and tags you have created for this recording remain intact. Any highlight reel that contains highlights from this recording also remains intact.
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