Once users apply to take part in your study, you will see their information populate on the Applications page.
Viewing applicant details
On the Applications page, you will see each participant's:
Full name (self-recruited participants only)
Preferred name
Qualification status
Email address (self-recruited participants only; if you ordered from the Lyssna panel you'll see From panel here)
Date of application
Session booking status
Source
Answers to screeners
We only provide you with the preferred name of our Lyssna panelists; for privacy reasons we do not provide their full name or contact details. Our Interviews policy forbids researchers from asking Lyssna panelists to provide their private contact information in screeners and during Interview sessions.
Selecting an individual participant opens up an info drawer that shows you that person's details and their screener answers. This can also be accessed by selecting a participant's icon on the Sessions page.
Use the arrows at the top left of the drawer to cycle through participants:
Qualification status
Participants will be labeled as either Qualified or Disqualified based on their answers to your screener questions. You can still manually send invitations to disqualified participants if you've used Handpick mode.
Session booking status
If you chose Automatic selection method, this will show as "Booked" once the participant has selected a day and time for the session.
If you chose the Handpick method, or if the participant was disqualified in the screening process, it will show as "Applied" and you will need to send your invitations manually. This status will change as participants begin to book sessions.
Filtering applicants
You can add filters to view applicants who meet certain criteria. You can currently filter by:
Application date with granular options (minute, hour, day, week)
Application status
Whether or not an applicant qualified for your study based on their screener answers
Name
Source—this is helpful if you've used multiple recruitment links or have a combination of self-recruited participants and participants from the Lyssna panel
Location
Selections to single and multi-select screener questions
Tag (if you have tagged your applicants)
Tagging applicants
Tags help you organize and keep track of your applicants, which is especially useful with a large applicant list. For example, you could tag applicants as "Shortlist," "Follow up," or "Backup" to narrow down who to invite. Tagging works the same way as tagging your results in your tests.
To tag an applicant, find the Tags column on the Applications page and click the space in that applicant's row. Pick an existing tag or type a new tag name and press Enter.
To tag several applicants at once, tick the boxes next to their names and click Tag applicants at the bottom of the page.
You can edit a tag's name, color, and description, or merge tags. Once your applicants are tagged, you can filter the list by tag.
Tags are visible to everyone with access to the study. Only Collaborators can create, edit, or add tags. Viewers can't.
Managing applications from the Lyssna panel
With Automatic selection mode
If you opted for Automatic selection mode and have added a screener question to your study, users who qualify will be automatically selected to move forward and book a session with you.
If you opted for Automatic selection mode and did not add a screener question, any participant who receives an invitation will automatically be able to book a session with you and they will be filled on a first come, first serve basis.
These will automatically start populating as Upcoming sessions on the Sessions page of your study. You do not need to take any action on the Applications page.
With Handpick selection mode
If you opted for Handpick selection mode, you will be able to review panelists based on their profile and screener responses and send invitations only to those you select.
If you find a Lyssna panelist does not match your requirements, and you need more applicants to fulfill your order, you can tick the box next to their name—or all of their names, if you need to bulk action multiple panelists—and then click Mark as unsuitable at the bottom of the page. Their status will change and we will automatically source new applicants for you to review.
Sending invitations manually
You can only manually send invitations to participants if you have set your study up with Handpick mode.
Select which participant(s) you would like to send session invitations to by ticking the box to the left of their name(s). Tick the box at the top to select all participants.
Once selected, click Send invitation at the bottom of the screen. These participants will receive an email with a link guiding them to book a time slot based on your availability.
If you have already sent an invitation to a self-recruited participant who has yet to book a session, you can send a reminder by selecting them again and clicking Send reminder. You cannot send reminders to Lyssna panelists.
Participants will have the option to go ahead and book a session or decline to participate. If that participant does not book a session with you within 3 days of receiving a manual invitation, the invitation will expire and they will no longer be able to book the session. If a participant declines your invitation or the invitation expires, you will be notified on the Applications page of your study so that you may proceed to send invitations to other applicants. Once an invitation expires, it cannot be reactivated. To re-invite the participant, send them the application link again, have them submit a new application, and issue a new invitation from the new application.
Please note that while you will be able to send more invitations than sessions you have requested, only the number of participants you have requested will be able to book a session with you, on a first-come, first-serve basis.
If you ordered from the Lyssna panel and the number of booked sessions matches the number of sessions ordered, you will not be able to send any further invitations. If either you or a Lyssna panelist cancels an upcoming session, you can return to the Applications page and send a booking invitation to another panelist.
Common questions
I want to invite a specific applicant but I've already booked the number of sessions I ordered. Can I add another session to invite them?
If you want to keep the sessions you've already booked, then no. Applicants are assigned to only one order, so even if you placed a new order to add a session, you won't be able to invite someone from a previous order.
However, if the panelist you want to invite seems more qualified than another who's already booked a session with you, and you're still outside of the 12 hour cancellation window, you can consider canceling that booked session. That will free up a spot on the same order, and you can invite the preferred applicant to book.
Can I invite an applicant I have already marked as unsuitable?
Not if you've recruited from the Lyssna panel. Once a panelist is marked as unsuitable, they can't be invited to your study. If you need more applicants, you 'll either need to place a new order on the same study or mark any remaining applicants as unsuitable.
If you've recruited from your own audience, you can't technically change their status and send an invitation, but you can resend them your study link and have them apply again. Once they've done that, they'll show up as a new applicant, and you can send them the invitation.
What's next? Check out our article on Managing sessions for Interviews to learn how to track completion of your study!