Add participants

Modified on Tue, 30 Jul, 2024 at 3:55 PM

Once you have your community properly programmed and your segments defined, you can now add Participants to access the platform.

We strongly recommend that participants are only invited once the segments have been created. If you have not yet created the segments for your study, you should create them before proceeding. Learn more about segmentation.

At OW Voices, participants are added through invitations. This process can be done in two ways:

Batch Import
Registration link

Import by Batch

Batch import is the recommended participant invitation option when you need to invite a lot of participants at once. The main advantage of batch import is the speed with which you can invite a large number of participants and, above all, email verification, since the participant will receive the invitation to register on the platform via email.

To invite participants by batch, you need to upload an .xlsx file (Excel workbook), which will contain the contact information (participant's e-mail address) and the segments to which they belong.

This invitation will be made in 5 stages:

1. Go to the “Participant” menu and select the “Add Participant” option.

2. Click on the “Pattern file” button to download the standard invitation file and fill it in.

Filling instructions:

Each row will represent a participant to be invited onto the platform. The first column will be a personalized ID and the second column will be filled in with each participant's email address. The other columns refer to the segments created on the platform. See the example below:

external_id

The external id is an identifier you assign to each participant. Make sure that each respondent has a different id to better locate them on the platform. This id will act as your control over the participants.

This is the e-mail address where the participant will receive the invitation to register in the community. The email must follow the standard format [email protected], otherwise the platform won't recognize it as a valid address and you won't be able to finish sending it. It is important to ensure that there are no duplicate emails.

Other columns

These represent each of the segments created for your community.

After the name of each segment there will always be a number between braces “[]”. This number is the identifier that the platform creates and uses for each segment - do not change these numbers.

The segment columns should be filled with the numeral “1” if the participant in question is part of this segment and with the numeral “0” if the participant does not belong to this segment - make sure that all cells are filled with either the number “1” or the number “0”.

Remember that the segments are not exclusive, and each participant can be part of more than one of them.

3. When the file is filled in correctly, upload it and click on “Import”. It is essential that the file is in .xlsx format.

4. Once the file has been uploaded, a list will be displayed on the platform with the same information you entered in the Excel file. At this stage, it is important to ensure that all the information that has been mirrored is correct. You can also make adjustments to all the fields if you need to, without having to upload the Excel file again. When you are sure that the information is arranged properly, click on “Next”.

5. In the last step, you should write the subject and body of the email that will be sent to the participants. Add information about how the community works and keep in mind that the email format you send contains the visual identity (logo and colors) of the community, as well as the name of the person sending the invitation at the end of the text.

Important: Make sure that all the information contained in all the steps of the invitation process is correct before clicking on “Send”. As soon as the button is clicked, all invitation emails are sent immediately

Registration link

Participants can also be invited via a Registration Link. With this feature you can create a personalized link and send it directly to the participant without having to use an email. This option is recommended for inviting participants on a one-off basis - because you need to create a link for each participant or segment.O convite de participantes também pode ser feito por meio de um Link de cadastro. Com essa funcionalidade é possível criar um link personalizado e enviá-lo diretamente ao participante sem precisar utilizar um e-mail. Essa opção é recomendada para convidar participantes de maneira pontual – isso porque é necessário criar um link para cada participante ou segmento.

It is the responsibility of the Account Administrator to create and send the Registration Link to the participant, as the participant Registration Link is not sent by e-mail directly from the platform.

By clicking on the “Registration link” tab, you can start generating links for participants to access for each of the segments, and also limit the number of registrations from that link.

Select the segments to which the people who will receive the link belong and then select the number of people who will be able to register on the platform from that registration link. When you are sure that these are the right segments, click on “Generate Link”.

Once generated, you can Copy the link and send it to the respondents.

Recommendation: if you need to send the registration link via WhatsApp, Telegram or another social network, don't make it available in groups where people other than those who have to register via the link can access it - always prefer to send the registration link via a private channel with the participant

Important: the same link should only be sent to more than one participant if they belong to the same group of segments. Otherwise, participants will join the platform with segments that do not correspond to them. If you need to invite participants from different segments using the Registration Link, you should create more than one link

On this same page, you will be able to track how many participants have already registered for each of the links generated and also which segments are included in each of these links. You'll also see that you can deactivate the link, to prevent more people from registering, and reactivate it if you need to.

If you delete any of the links, they will no longer be shown on this page and cannot be recovered.

Important: If you need to delete a link, make sure it is deactivated first. Once deleted, you won't be able to deactivate it.

Once invited, you can check which participants have already registered, resend invitations and carry out other actions using the Manage Participants function.