How to Replace Participants

Sometimes Participants drop out or become unresponsive for a variety of reasons. In these cases, you may wish to replace these Participants with those that will provide adequate response data.

There are a couple of steps to replace Participants:

Remove/Deactivate the Participants to be replaced
Onboard the new Participant

Step 1: Remove/Deactivate the Participants to be Replaced

1. To remove a Participant from a Study but preserve their response data, that Participant can be deactivated or removed from the Study.

Method 1: Deactivation

To deactivate a Participant, follow these steps:

📍 Go to Site Administration > Panelists

1. Locate the appropriate Panelist in the list and click their name to enter their Edit Panelist page

2. Click on the radial button next to Inactive below their name

Method 2: End Participation

To remove a Participant from a Study:

📍 Click on the Participant Directory icon > View All

1. Locate the appropriate Participant in the list and click the dropdown arrow beside their name

2. Select Remove from Study from the dropdown menu

Note: If you’d like to permanently delete a Participant’s response data, please reference Deleting Contributions from Inactive Participants.

Step 2: Onboard the Replacement Participant(s)

To onboard the replacement Participant(s), we recommend using the same Bulk Import file you used when initially onboarding Participants. Once imported, follow these steps:

📍 Click on the Participant Directory icon > Add

1. Click Compose Invitation under the Send Email Invitations header

2. Ensure Added but not yet invited is selected under the Recipients header

3. Use or customize Recollective’s standard template, create your own, or select a saved version from the Message Templates section

4. Click Preview

5. Send or Schedule the email invite to send out as you wish

🗣️ Still have questions? Contact us or leave us some feedback on how we can do better!