Recruiting
Respondent Management
After booking a respondent, you can manage their profile, track their status, and record their answers to your project questions. Respondent data is accessible from the Dashboard and Study Live views.
Editing a Respondent
To edit a respondent:
- Go to the Dashboard and find the respondent's slot.
- Click "Edit" next to the slot.
- Update the respondent's details and click "Save".
You can also access respondent editing from the Study Live Overview by clicking "Edit" next to any slot.
Respondent Profile Fields
Each respondent has the following fields:
| Field | Description |
|---|---|
| Name | Full name (required at booking time) |
| Gender | Male, Female, or Other |
| Email address | |
| Phone | Phone number |
| Address | Postal address |
| Date of birth | Date of birth or age |
| Notes | Free-text notes about the respondent |
All fields except the name are optional and can be filled in at any time after booking.
Respondent Statuses
Respondent statuses help you track the communication and confirmation state of each respondent. The following statuses are available:
| Status | Description |
|---|---|
| Default | Initial status after booking. No confirmation action has been taken. |
| Request Change | The respondent has requested a change (e.g., different time slot or date). |
| Cancelled | The respondent has cancelled their participation. |
| Confirmed (Self) | The respondent confirmed their attendance on their own. |
| Confirmed (Request) | The respondent confirmed after being contacted (e.g., via a reminder call). |
Respondent statuses are separate from slot statuses. A slot tracks the appointment lifecycle (open, booked, show, no show), while the respondent status tracks communication state.
On the Dashboard, respondent statuses are highlighted with colors:
- Yellow: Request Change
- Green: Confirmed (Self) or Confirmed (Request)
- Red: Cancelled
Answering Questions
If your project has questions, you can record the respondent's answers on the slot detail page. Required questions must be answered before a PDF invitation can be downloaded.
Both admins and recruiters can update answers for their respondents.
Admin-Only Features
Administrators have additional capabilities for managing respondents:
- Reassign bookings: Change which recruiter is assigned to a slot and its respondent.
- Edit slot metadata: Update the mode, product, date/time, slot name, and product restrictions.
- Update check-in/out times: Manually adjust check-in and check-out timestamps if corrections are needed.
- Bulk slot updates: Apply changes to multiple matching slots at once (see Slots - Bulk Operations).
- Admin notes: Add internal notes on the slot level that are only visible to admins and included in admin Excel exports.
Recruiters can edit the respondent's profile fields, status, and question answers for their own bookings, but cannot change slot-level settings.
Deleting a Respondent
Admins and the slot owner can delete a respondent from a slot. When a respondent is deleted:
- The respondent record and all their answers are permanently removed.
- The slot is reset to Open status.
- The recruiter assignment, product assignment, and check-in/out times are cleared from the slot.
- The slot becomes available for a new booking.
To delete a respondent, open the slot detail page and click "Delete Respondent".
Related
- Booking — the 3-step flow for booking respondents into slots
- Dashboard — view and manage all respondents from the dashboard
- Questions — screening questions answered for each respondent
- Check-in — on-site check-in/out for respondents
- PDF Invitations — download personalized invitations for respondents
- Excel Export — export respondent data