Sending Recruitment Emails

In this tutorial I will assume you have already created an experiment if you have not, then please go to: How to create a session.

Navigating To The Experiment Page

Login via the recruitment home page. Upon logging in you will be direct to the Dashboard page. From the Dashboard select the Experiments link in the Admin Menu, as shown below.

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Then select the experiment you are currently recruiting for. In this case it’s “My Test Experiment”, as show below.

Screen Shot 2015-09-27 at 7.13.37 PM

 

 

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Once you have selected your experiment you should be directed to a screen that is similar to the one below.

 

 

Email notifications for you experiment are handled through the Invitations section above. Below is a brief list of Invitation options available:

  • Email Texts: This is where you create the email template that will be used for experiment email notifications.
  • Send Invitations: This is where you set how emails will be sent to participants.
  • Public Link: This is where you can retrieve a public link you can send to subjects for your experiment.
  • Message History: This is where you can view the email notification history.

 

Creating Your Email Template

Select the Email Text link in the Invitations dropdown.

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Up0n selecting Email texts you will be forwarded to email template page, as show below.

Screen Shot 2015-09-27 at 7.34.03 PM

 

The email texts page consists of an Invitation email, and Confirmation email sections. Both sections allow you to create a template that will be used each time an email notification is sent for your experiment.

Invitation Email

Subject

The HROOT recruitment system allows the researcher to choose whatever content they wish to add to the subject. We ask though that you prepend “CESS:” to all of your notifications.

Invitation text

The invitation email template can consist of any text you choose to add. It also uses a set of hashtags variables for auto generating content.

  • First name (#firstname)
  • Last name (#lastname)
  • A list of all the sessions the subject pool member is eligible for (#sessionlist_en)
  • A link to the experiment (#link). Note this will auto log the subject in, and display the sessions they are eligible in participating. Only one of which they will be allowed to sign-up for.

Note: If you are sending an email to advertise a particular session you will have to manually enter the date and time for that session.

Text template

This section is used to save or use a saved template. This will allow you to re-use previously crafted templates.

  • Save…: Saves your template
  • Paste…: Loads the selected template into the text area
  • Delete…: Deletes the selected template

Confirmation Email

Subject

The HROOT recruitment system allows the researcher to choose whatever content they wish to add to the subject. We ask though that you prepend “CESS:” to all of your notifications.

Confirmation text

The confirmation email template works in a similarly to the invitation texts, yet it has a few more hashtags.

  • The date of the session they signed up for (#session_date_en)
  • The start time of the session they signed up for (#session_start_time)
  • The end time of the session they signed up for (#session_end_time)
  • The list of all active sessions for you experiment (#sessionlist_en). Don’t use this in the confirmation email. It will only confuse the participant.

An example confirmation template is displayed above.

 

Saving your template

To save your template select the save button at the bottom of the page.

 

Sending The Experiment Email

To send the email to your assigned participants select Send Invitations from the invitations menu, as show below.Screen Shot 2015-09-27 at 8.04.31 PM

Screen Shot 2015-09-27 at 8.06.05 PMThe email invitation page has several options:

  • Number of emails per interval
  • The timer interval between emails

Once you have selecting the way in which you would like the email notification to be sent, the next step is to select which of your experiment’s assigned members will receive an email.

  • Open experiment for registration and start sending – This will open any sessions you have created for registration, and send emails to all uninvited participants.
  • Start sending invitations TO ALL participants – This will send an email to all the participants assigned to this experiments.

Note: When an experiment is created you must select assigned participants. Assigned participants are the subset of subset of participants you have selected, with filters, from the CESS participants pool.

Once selected one of the above options (buttons) the email will be sent. You will also see the following status screen:Screen Shot 2015-09-28 at 10.16.54 AM

To stop sending emails select the stop invitations button.