How to Manage Participants

By using the Manage Participants feature, you can add participants, view participant information, and manage enrolment.

 

Adding Participants 

There are various ways to add participants using the Manage Participants tab. You can: 

• Manually add participants 
• Import a list   
• And use QR codes 

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Manually add a participant 

1. Click on the “Add Participant” button on the top right corner 
2. Fill out the participant’s first and last name, and email address 
3. If you would like to assign a participant ID, go ahead and type it in 
4. If you will be assigning participants into study arms or groups, and have previously set up your groups using the “Study Groups” tab in the main menu, then select a group from the dropdown options 
5. If you haven’t set up your groups using the “Study Groups” feature, you can do so later. 
6. For information on Study Groups, watch our Study Groups tutorial 
7. You can save and send the invitation right away as an automated email, or save the participant information and send the invitation later 

You may choose to save the invitation, but not send it out yet if you would like to manage participant flow and send out the invitation at the same time to all participants. You can also wait to send out the invitation if you do not have all of the participant information yet – such as a participant’s ID or health number.  

 

Importing Participants 

You can bulk add participants to Zamplo Research by importing a CSV file with the following participant information: 

• First Name 
• Last Name 
• Email Address 
• And Participant ID 

 

To import participants: 

1. Click the “Import” button 
2. See a sample CSV file by clicking “Download Sample File”  
3. It is very important that you ensure your import follows the same format as the CSV file – if not, it will not import correctly 
4. Drag and drop your CSV file or browse and select the file 
5. Once imported, you can see a list of corresponding participant names, emails, and participant IDs 
6. You can save and send the invitation right away as an automated email, or save the participant information and send the invitation later 

 

QR Codes 

QR Code Signup allows you to streamline enrolment by creating one or multiple QR sign up codes so participants can easily scan the code with their smartphones and sign up for the study.  

To add participants using QR codes: 

1. Navigate to the left side of the screen and select the “Study Setup” dropdown menu  
2. Click “QR Code Sign Up”  
3. From here, click the orange “Add New QR Code” button in the top right corner  
4. Give the QR code a name 
5. You can also write a description for the QR code 
6. Select a study arm or cohort if applicable 
   1. If your study will be splitting participants into study groups or cohorts, and you have created the study groups already using the “Study Groups” tab, you can create a QR code for each study group. With this feature, participants who sign up for the study by scanning the QR code will automatically be placed in the associated Study Group 
   2. To learn how to set up study groups prior to creating study group QR sign up codes, watch our Study Groups tutorial. 
7. Select whether you want to activate the QR code right away by turning on the enabled toggle. If the toggle is on, it will be orange. If the enabled toggle is off, it will be grey and the QR code will be automatically set to “Disabled” once you save
8. Once you are finished creating the QR code, you can: 
   1. Save the QR code 
   2. Save and download the QR code 

 

By clicking on the three dots beside active and disabled QR codes, you can: 

• Download the QR Code as a PNG 
• Edit QR codes that are active and disabled 
• Disable, enable, or delete the QR code 

Now that you know how to add participants to your study, you can manage your participants through the Manage Participants Dashboard. 

 

Managing Participants 

The following participant information can be found in the Manage Participants dashboard: 

• Name and email 
• Participant ID – if you have manually assigned participants with an ID 
• It’s important to note that Zamplo Research does not automatically assign participants with an ID 
• Access code – the code participants used to sign up for the study 
• Arm/cohort - if you are using study groups and have assigned participants to a group 
• Subscription status – status types include Registered, Not Contacted, Pending and Withdrawn 
• Sign up date 
• Reminder information for pending participants 

From the dashboard, you can also edit a participant’s information by clicking on the pencil icon under the “Action” column.  

 

By clicking on the 3 dots, you can: 

• Invite participants if you have added them to Zamplo Research but have not sent an invitation for them to join the study yet 
• Withdraw participants if they have accepted the invitation and you would like to remove them from the study 
• Manage a participant’s events (you can also access this page through the participant overview dashboard)

 
Participant overview dashboard

• All the participant’s information that is also found on the previous “Manage Participants” dashboard, as well as whether the participant’s data will show up in exports and is viewable by you through the Zamplo Research portal 

If you do send participants consent forms through surveys, and a participant consents to having their data be available in the portal: 

• Click on “Surveys” to see a participant survey page. You can see surveys that have been sent to the participant and whether the surveys were completed, opened, or expired
• Clicking on “Routines” takes you to a participant entries page. Here you will find a history log of every routine instance a participant has completed. This log only applies to routines created by the study team
• Clicking on “Consent Forms” takes you to a participant consent overview. In this screen you will find a history of the participant’s completed consent form(s)  
  • You are able to view the date the consent form was completed and download the consent form as a PDF file. 
• Clicking on “Appointments and Participant Events” takes you to the Manage Participant Events page

• • Participant events allow you to add time markers for specific events for participants in a study. To learn more about setting up events, watch our Participant Events tutorial

• • From this page, you can add an event to a specific participant by clicking on the “Add event” button (an event must first be created through the “Participant Events” tab under the “Study Setup” dropdown menu)
    • Select the event from the dropdown options under “Event Type”
    • Choose the event date for that participant
    • Add an event description
    • Click “Save” 
  • By clicking on the three dots, you can edit or delete the event 

 

To learn more about Zamplo Research and creating Surveys and Routines watch our other tutorials.