Analysts and Moderators can limit Activity Visibility from the Activity Setup.
Restricting participant access is only necessary when participants self-schedule their meetings. When an Admin schedules a meeting directly on behalf of a participant, the Live Video Interview Activity remains hidden from participants until a meeting is explicitly scheduled for them.
Option 1: Restrict Access Using Participant Segments
To restrict scheduling access to specific segments, first create and assign participants to a segment (using Step 1A or Step 1B), then configure the Live Video Interview Activity access settings.
Step 1A: Create a Segment and Assign Participants
Moderators assigned to the study and Analysts can assign participants using Bulk Import.
Prepare a spreadsheet for Bulk Import
Label the first column: Email Address
Enter each participant's email address in a separate row
Label the second column with the desired Segment name (Example: Interviews - Group A)
Place a 1 in the column to assign a Participant to that Segment
Repeat #3 as needed to create additional Segments
Save the spreadsheet
Go to the Study Admin menu > Add Participants > Bulk Import a Spreadsheet
Import the spreadsheet
When prompted, define the columns as New Segment
Step 1B: Create a Segment via Site Administration
This method can be used by Analysts.
Navigate to Site Administration > Segments.
Select New Basic Segment.
Name the Segment (Example: Focus Group - May 20).
(Optional) Limit the visibility of the Segment to the relevant study. Limiting segment visibility to the relevant study is recommended when running multiple studies on the same site.
Click Save.
Assign any relevant Participants to the Segment
Locate the Segment and click Advanced Options
Click Manage
Click Not Assigned
Optional: Add any other additional filters to narrow down the list of Participants (ie. Assigned Study)
For each Participant you want to assign, select the checkbox next to their name or username
At the bottom of the page, select Add to {Segment Name}
Click Apply
Step 2: Configure Live Video Interview Activity Access for Segments
Once your target segment exists and contains participants, configure the activity access settings:
In Recollective, navigate to the Activities tab within your Study.
Click Add Activity.
Enter a participant-facing name for the Activity.
Select the Live Video Interviews Activity type.
Select the meeting Host(s), Interview Start Date, and Interview End Date.
Set the Open activity on date. This is the date when automated email invitations are sent and selected participants can begin scheduling interviews.
In the Activity Access section, under the Participant Access heading, select Only select segments.
Select the desired segment(s) from the displayed list.
(Optional) Configure additional Activity Behavior settings as needed.
(Optional) Modify the default email Invitation text as needed.
Click Next Step.
Configure the calendar per individual host availability and Save.
Once the activity opens on the designated date, participants in the selected segments will receive an invitation and can begin scheduling their meetings.
Option 2: Limit Access by Selecting Individual Participants
Analysts and Moderators can select individual participants directly within the Live Video Interview Activity settings. A participant will only appear in the Only select participants menu if they meet one of the following conditions:
They have Joined the study.
They have been Invited to join the study.
They have been Scheduled an invite for the study.
If a participant meets these parameters you can configure the activity access settings following these steps:
In Recollective, navigate to the Activities tab within your Study.
Click Add Activity.
Enter a participant-facing name for the Activity.
Select the Live Video Interviews Activity type.
Select the meeting Host(s), Interview Start Date, and Interview End Date.
Set the Open activity on date. This is the date when automated email invitations are sent and selected participants can begin scheduling interviews.
In the Activity Access section, under the Participant Access heading, select Only select participants.
Select the specific participant(s) from the displayed list.
(Optional) Configure additional Activity Behavior settings as needed.
(Optional) Modify the default email Invitation text as needed.
Click Next Step.
Configure the calendar per individual host availability and save.
Once the activity opens on the designated date, the selected participants will receive an invitation and can begin scheduling their meetings.
Still Have Questions?
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