Participants

The participants menu item opens the participants page. This contains two tables (Participants and Invites) as well as two buttons for inviting participants ("Import from csv" and "Invite Participants"). Each row of the participants and invites tables have specific actions (described below).

An administrator cannot invite participants to a study that does not yet have a published survey. If they try, there is a modal: "You need to publish a survey before inviting participants" with a button to "Go to surveys".

The "Invite Participants" button opens an Invite Participants modal:

• Admins can enter the email address and an external ID for participants they wish to invite to the study. Admins can either
  • Type in an individual email address and optional external ID and add these to the list of recipients
  • Paste multiple email addresses and IDs from adjacent columns in a spreadsheet for bulk import to the recipient list. Any invalid emails are silently dropped from the recipient list so it is important to check the number of recipients matches your expectation.
• There is an "About ID" tooltip that provides explanatory text about the external ID "The ID field is for providing an external participant ID (e.g. from REDCap) that will be stored alongside the CTRL generated Participant ID, for reference purposes only"
• There is a box with a list of recipients, showing:
  • The total number of recipients;
  • Email address of each recipient with optional ID in brackets
  • Rubbish icon next to each recipient to remove that email from the recipient list
  • Scroll bar if there are many emails in the recipient list
• Admins can edit the email subject and part of the email text that contains the invitation.
  • There are form elements for Email Subject and Email text under the list of participant emails; and on the right there is a rich-text preview of the email text. The email text field can be formatted using html tags.

The "Import from csv" (upload icon) allows Admins to invite many participants at once using information stored in a csv, .xls, or .xlsx file. In addition to the Email and ID, the csv import can be used to store other participant information in the database, and prefill the registration form with this information. This makes it easier to onboard a batch of participants from a different system where you have already collected personal information. The fields you can prefill are:

• Email
• ID
• First Name
• Last Name
• Date of birth
• Mobile number
• Address line
• Suburb
• State
• Postcode
• Preferred contact method
• Alternative contact First Name
• Alternative contact Last Name
• Alternative contact email address

Clicking the "Import from csv" upload icon opens a modal that leads admins through four steps

• "Upload file" includes a description of the upload process
  • Click on blue "Select file" button to select file for upload, and proceed to next step
• "Select header row" shows a table of your uploaded file with radio buttons in an additional column to the left. Click the radio button on the row of your input file that contains the header information (i.e. names of the column contents). This header row will be used to try to match the input data column headers to the available CTRL fields. Press "Next" button to proceed to next step.
• "Match columns" allows the Admin to match the column headers in their uploaded file to the appropriate CTRL fields. The upload modal code does an initial attempt to match, and the Admins then need to:
  • Verify the matched columns are correct. The uploaded table's headers are shown as "Your table", and below is a row showing which of the available CTRL fields these headers will be parsed as ("Will become"). Each of the "Will become" columns has a drop down where the Admin can select or modify the corresponding CTRL field name. Two columns cannot have the same CTRL field name. There is a minimum set of required fields that must have mappings.
  • Match incoming data to CTRL's acceptable values, for categorical data fields. For example the 'Preferred contact method' CTRL field requires data to match one of three values "Email", "Mail", and "Mobile". Admins can map their source data codes (for example: 0,1,2) or variations (e.g. "post", "cellphone") into the correct format. If there is data to be matched in a field, a drop down is visible with the label "Match [Field name] (X Unmatched)" where X refers to the number of acceptable CTRL data values that are matched to source data values. The unmatched source data values are displayed, each with a drop down to select the corresponding CTRL data mapping. Multiple source data values can be mapped to the same CTRL data values.
  • Press "Next" when they have completed the field and data mapping.
• The "Validate data" step shows a table with a preview of the import data showing the columns that were mapped to CTRL field names, and with the data values mapped to the CTRL data values. This is intended to allow Admins to verify the mapping matches their expectations, and to highlight any validation errors. Rows with validation errors cannot be imported, so either the error needs to be corrected, or the row discarded. Cells with errors are highlighted, and hovering over them displays the specific error message. There is an option to display only rows with errors. Admins can:
  • use the 'Back' button to upload updated dataset, or to change the field and data mappings. Or
  • Select the radio buttons on the left side of each row, and select 'Discard selected rows'
• Clicking "Confirm" will display an error if there are still rows with invalid data. When the import data is valid, clicking confirm opens the email invite modal with the imported emails (and optional IDs) loaded in the recipient list. The additional data associated with these recipients is stored in the CTRL database and will be used to prefill corresponding forms in the registration page.

On the Participants page there is an "Invites" table. This has a row per invitation to the study, with columns for Email, Date sent, Status (PENDING; ACCEPTED; EXPIRED; REVOKED; FAILED_TO_SEND) and Actions. Actions include:

• "Revoke" to revoke the invitation
• "Resend" to resend the invitation

Above the "Invites" table there is a "Participants" table.

• This has a row per participant (who has registered after receiving their invitation).
• There are columns with information about each participant, and a column with icons for different actions.
• The content in each of the columns can be sorted or filtered (with the exception of the 'Latest answers' and 'Actions' columns which cannot be filtered or sorted).
• Filters include one of the following operators: 'contains', 'does not contain', 'equals', 'does not equal', 'starts with', 'ends with', 'is empty', is not empty', 'is any of', and enter a value if required (e.g. no value needed for 'is empty').
• At maximum one filter and one sort can be applied at a time.
• Columns can also be hidden from view using the 'Hide column' and 'Manage Columns' options.
• Columns in "Participants" table are:
  • "ID" - displays the CTRL participant ID for that study. If an external ID has been associated with that participant, the external ID is displayed in brackets after the participant ID.
  • "First Name"
  • "Last Name"
  • "Email"
  • "Latest Answers" - shows the latest published version of the consent survey form and is colour-coded according to the degree with that participant has interacted with that version of the consent survey form ('text.disabled' colour = incomplete; 'warning.main' colour = partially complete; 'primary.main' colour = complete [specific colours depend on browser settings])
  • "Latest Survey Response" - the date that participant last interacted with a consent survey form (of any version) in the currently selected study.
  • "Actions"
• Possible actions are:
  • "View" - View participant details. This navigates to a page with:
    • A back arrow to navigate back to the previous page
    • Participant First Name and Last Name
    • "Participants" Button to navigate back to the participants page
    • "Edit" button (described below)
    • "Delete" button to delete the participant (opens a modal with "Are you sure?" and options to cancel or delete the participant)
    • "Refresh" button to refetch the underlying data from the backend
    • Participant details:
      • Participant ID
      • External ID
      • First Name
      • Last Name
      • Email
      • Date of birth
      • Address
      • Mobile
      • Preferred Contact Method
      • Alternative Contact
      • Family Members - Opens the "Edit family" page described below
      • Answer History (By Survey Version) - shows each of the published consent form versions, colour-coded according to the degree that participant has interacted with that version of the consent survey form (incomplete, partially complete, complete)
  • "Edit" - Edit participant details. This navigates to a page with:
    • A back arrow to navigate back to the previous page
    • "Participants" button to navigate back to the participants page
    • "Refresh" button to refetch the underlying data from the backend
    • A field for each of the participant details listed in the "View" page above (excluding Family Members and Answer History).
    • "Delete" button to delete the participant (opens a modal with "Are you sure?" and options to cancel or delete the participant)
    • "Save" to save any changes to the participant's details
  • "View family" opens a page titled "Edit Family". Families in CTRL are used to populate the consent of dependents. Dependents in a family will inherit their answers from all the guardians within a family (More details are described here: ../about-ctrl/families ). The Edit Family page has a table with a row per family member. The table columns are "Name"; "Role" and "is a participant in this study?". There are also two buttons under the table: "Add member to this family" and "Remove member from this family"
    • "Name" is the participant's First and Last Names
    • "Role" is show the current role and has a drop-down selector to edit the role. Options are "Dependent (age-based)"; "Dependent (other)"; "Guardian"; or "Non-Guardian". If a family has a dependent in a study, there must be at least one Guardian in the family in the study. You cannot change the last Guardian's role. Roles are associated with the user, rather than a study, so changes here can affect all other studies the participant is part of.
    • "Is a participant in this study?" has a checkbox. Unchecking the checkbox removed that participant from the study. If a family has a dependent in a study, there must be at least one Guardian in the family in the study. You cannot uncheck the 'Is a participant in this study?" check box for the last Guardian in a family with dependents.
    • "Add member to this family" opens a series of panes below the table:
      • Is this person registered as a participant in this study?
        • If Yes, then you can search (by first name or last name) or scroll through the names of study participants to select the name of the person you want to add as a family member. Note that you cannot add someone to a family if they are currently the last guardian of a dependent in another family.
          • If No, then you have to indicate if the new family member is a Dependent, Parent/Guardian or other. If they are a dependent then admins are able to add their name and date of birth as well as indicate if they are likely to become independent at 18 or not. If the new person is a Parent/Guardian or Other then they need to be invited to register for CTRL and there is a link to take Admins to the participants page to create an invite. Note: this person will not be be automatically associated with this family if they register. Admins will still need to edit the family details once that person has registered with CTRL
    • "Remove Member from this family" adds a bin icon next to the names of participants that it is possible to remove a member from the family. You can only remove Guardians and Non-Guardians, as the remove member from this family option creates a new family ID for the removed member, and you cannot have a family with only a dependent in it. Clicking the bin icon on the last guardian is not allowed as there must be at least one Guardian in a family in the study. Family IDs are associated with the user, rather than a study, so changes to family membership affect all other studies the participant is part of.
    • If a study admins cannot make changes via 'Is a participant in this study?'; 'Add member to this family'; or 'Remove Member from this family' unless they have access to all studies that those family members are participating in (as these changes would impact those studies).
  • "Responses PDF" generates and downloads a PDF of the participant's responses to the consent survey form.