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## Tracking participation
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You’ll need a central place where you can keep track of who you have recruited and when/if they will be participating. Create a spreadsheet for this. It can be especially useful to also include when people were contacted and followed up with as well as links to session transcripts or recordings and notes. See the image below or follow [this link to a template participant tracker](https://docs.google.com/spreadsheets/d/1sNjgCn-u8R545Au8ypEXyH_2Kf5mWtgzP_qRw6aPAwY/edit?gid=0#gid=0) that you can make a copy of and use yourself.
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![](fig/ep3_recruit.png){alt='Screenshot of a Google Sheet used as a participant tracker. Column headers include Participant ID,” “First Name,” “Last Name,” “Email,” “First contacted,” “Followed up?,” “Session date,” “Reminded?,” “Session notes,” “Recording, and Anonymized Transcript. The first column shows anonymous IDs such as P1. Adjacent columns contain example names and email addresses. Some cells include dates, checkboxes indicating follow-up or reminder status, a “declined” entry under session date for one participant, and placeholder links for notes, recordings, and transcripts. The image illustrates how a central spreadsheet can track recruitment status, session logistics, and links to study materials while using anonymous IDs to organize participant data.'}
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![](fig/ep3_recruit.png){alt="Screenshot of a Google Sheet used as a participant tracker. Column headers include Participant ID, First Name, Last Name, Email, First contacted, Followed up?, Session date, Reminded?, Session notes, Recording, and Anonymized Transcript. The first column shows anonymous IDs such as P1. Adjacent columns contain example names and email addresses. Some cells include dates, checkboxes indicating follow-up or reminder status, a “declined” entry under session date for one participant, and placeholder links for notes, recordings, and transcripts. The image illustrates how a central spreadsheet can track recruitment status, session logistics, and links to study materials while using anonymous IDs to organize participant data."}
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In your participant tracker, assign participants anonymous IDs like Participant 1 or P1 so that you can identify them and their data without using their name. The private tracker should be the only location where you link anonymous IDs to identifiable information. If you don’t have to record identifiable information, don’t. You likely don’t need things like age, gender, or race and it is possible you don’t even need participant names or contact information.
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Including links in that tracker to notes and recordings means you are associating private information with identifying information like the participant’s name or email. That makes it very important that this be a confidential, private document accessible only to the people that participants agreed to. Make sure to save it in an appropriate location, preferably somewhere password protected. We recommend keeping a private folder for this tracker and any raw (non-anonymized) data. If you were using cloud storage like Google Drive for your study, you might use a folder structure like this:
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![](fig/ep3_folders.png){alt='Screenshot of a Google Drive folder structure illustrating how to separate confidential and shared study materials. At the top, a folder titled Rapid Usability Study 1 contains three subfolders: Anonymized Data,” “Raw Data, and Study Findings and Presentations. Green text next to Anonymized Data and Study Findings and Presentations readsShared with team, while red text next to Raw Data readsConfidential; delete when anonymized. Below, a separate Google Drive location titled Participant Tracking shows a file named Rapid Usability Study 1 Participant Tracker, labeled in red text as Confidential & stored separately. The image demonstrates an example of keeping identifying information and raw data in restricted, private locations while sharing only anonymized materials with the broader team.'}
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![](fig/ep3_folders.png){alt="Screenshot of a Google Drive folder structure illustrating how to separate confidential and shared study materials. At the top, a folder titled Rapid Usability Study 1 contains three subfolders: Anonymized Data, Raw Data, and Study Findings and Presentations. Green text next to Anonymized Data and Study Findings and Presentations reads, 'Shared with team,' while red text next to Raw Data reads, 'Confidential; delete when anonymized.' Below, a separate Google Drive location titled Participant Tracking shows a file named Rapid Usability Study 1 Participant Tracker, labeled in red text as 'Confidential & stored separately.' The image demonstrates an example of keeping identifying information and raw data in restricted, private locations while sharing only anonymized materials with the broader team."}
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To make the most of your recruitment efforts and facilitate future studies, you can keep a separate list of people who consent to be contacted about additional user research opportunities. Ask at the end of a study session or via email if it’s okay to reach out again in future. When you do contact those people again, explain that they previously consented to this and ensure they know they can ask to be removed from your list. Keep this list, your participant pool, in a separate location from study data and do not record anything in the list about which research people have engaged in or how they came to be included in the list. It should be private so that only people directly involved in study recruitment have access. You can enable people to join this list by creating and sharing a sign up form.
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