Participants are the people who answer the questionnaires at an event and every participant at an event belongs to a participant group. When you create a new event for a test one participant group is created, but you can add more. For example, you may have an adult group and a children group with the adult group having more samples and longer questionnaires. Specify the Starting Participant Code values so that there are no overlapping Participant Codes for any of the Participant Groups in a test.


RedJade® provides two methods for managing participants. With "Assisted Check-In" participants for a test are added ahead of a test and checked in upon arrival. With "No Check-In" participants are added upon taking a survey. If you are using Assisted Check-In for a test, a project manager needs to add participants, either individually or by importing a spreadsheet, or by scheduling them through a recruiting campaign. Any demographic data added can be used later in analysis. You can also add demographic data for participants at a later time.

NOTE – "No Check-in" is the default option for managing participants. If you specified "No Check-In" when setting up the test you can skip this section.



SEE ALSO – Set Up Multiple Participant Groups for further details on adding more participant groups to an event.



See the following to manage participants:


Import Participants

When you import a spreadsheet the system recognizes the unique identifier, typically a name field, and imports any additional fields comprising demographic data. You'll be given options of how to use those fields. You can upload files up to 100MB in size.


NOTE – The RedJade API Participant Import endpoint can also be used to upload study participants and their associated demographic data to sensory tests within RedJade.



To import participants:

  1. Select PROJECTS from the main drop-down menu or select the Projects tile from the home page dashboard.



  2. From the Projects list, search for the project and click on [SUMMARY].



  3. From the Test Dashboard, select the Event tab then click on [EDIT] or select the Participants tile.



  4. From the Participants step in the Test Wizard, select the Participants tab.



  5. Select IMPORT PARTICIPANTS from the [...] drop-down menu.



  6. Click on [BROWSE FOR YOUR FILE] to locate the file from your computer.



    The Column Reference Guide at the bottom of the page provides details on how to label the column headers in your file:

    NOTES:
    • The system allows you to import .xlsx, .xls or .cvs file types up to 100MB in size.
    • The file should include at least one identifying field (Name, Email or External ID) to identify your participants.
    • If a file is re-imported to update participant's demographic data, the Name, Email or External ID fields are used to match on the existing participants.
    • When re-importing a file, the system matches on Email or External ID by default. Optionally you can choose to match on Name instead. 
    • Any column header that is not a valid Field Header Alias will be considered a Demographic.



  7. A preview displays of your selected file. Any exceptions in your file will be presented here, prior to submitting the import. You can then update and re-import the file, as needed.



    The Column Summaries list the columns that will import and whether imported as a Field or Demographic Category. Any invalid columns will be indicated here.



    The Participants summary lists the rows of participants that will import and whether they Match Existing participants. Any participants with invalid data will be indicated here.



  8. Select the desired import options, then click on [SUBMIT].


    Create New Demographics 
    By selecting this option, demographics missing from the test will be created. This option is selected by default.
    Only Demographics
    By selecting this option, only demographics will be addressed for matched subjects. Fields will not be touched.
    Delete Existing Demographics
    By selecting this option, demographics not contained in the file will be removed for matched subjects.
    Skip Duplicate Identity Matches
    By selecting this option, import will ignore all but the first instance of rows with duplicate identities (e-mail, external id).



  9. The status displays as Pending while the import is processing.




    The status changes to Import Success when completed.




  10. Click on [BACK TO WIZARD].

    The spreadsheet participants are added to the list. Participant's demographics can be viewed by clicking the (i) icon or on [EDIT] from each row.



  11. To export the participants list, select DOWNLOAD from the [...] drop-down menu.



  12. To view a history of files previously imported to the event, select IMPORT HISTORY from the [...] drop-down menu.

    Click the file name in the Participant Import column to download and view a copy of a file that was previously imported.


    Click on [BACK] to return to the Participants list view.


  13. Click on [SAVE & EXIT] to quit or [NEXT] to continue to the Scheduling step.




Add a Participant Individually

You can add participants manually and include demographic data.

To add a participant individually:

  1. Select PROJECTS from the main drop-down menu or select the Projects tile from the home page dashboard.

     

  2. From the Projects list, search for the project and click on [SUMMARY].



  3. From the Test Dashboard, select the Event tab then click on [EDIT] or select the Participants tile.



  4. From the Participants step in the Test Wizard, select the Participants tab.



  5. Click on [+ADD PARTICIPANT].



  6. Complete the Name field. Optionally, complete any additional fields. Click on [SUBMIT].


    The participant is added. Repeat steps 4-6 for all participants to add manually.


  7. Click on [SAVE & EXIT] to quit or [NEXT] to continue to the Scheduling step.


Edit Participants

You can return to the participants step and edit or delete participants that have been added manually or imported. To delete participants that have already started to collect data, see Delete Participant Signed In to Test.


To edit participants:

  1. Select PROJECTS from the main drop-down menu or select the Projects tile from the home page dashboard.

     

  2. From the Projects list, search for the project and click on [SUMMARY].



  3. From the Test Dashboard, select the Event tab then select the Participants tile.



  4. From the Participants step in the Test Wizard, select the Participants tab.



  5. To edit a participant, click on [EDIT].



  6. Edit the fields, as desired, then click on [SUBMIT].


    The information is saved.


  7. To delete a participant, click on Delete.



  8. Click on [SAVE & EXIT] to quit or [NEXT] to continue to the Scheduling step.