Help & Support

How do I approve candidates?

Why approving candidates is such an important step.

written by
Melanie Albert
Last updated:
September 30, 2019

Approving candidates is the most important step in our recruitment process—after we find you qualified candidates, of course. The #1 reason we are unable to schedule all requested sessions for a project is lack of approvals. In fact, we ask that you approve 1.5-2x as many people as you have requested to have booked. This helps us account for drop-outs, availability, or other scheduling issues that may come up.

When you approve a candidate, they receive an email invitation to book themselves for the study. They need to opt-in before being considered confirmed for your study.

We will never approve candidates on your behalf (unless you ask us to). If you're not ready to approve for whatever reason, tell us why!

Approving qualified candidates

First, what does this step do? It will send an email invitation inviting the participant to schedule a session.

  • Log into your researcher account and visit your project dashboard.
  • Click "Participants" in the left-hand menu to go to see a list of everyone who has completed your screener survey.
  • To review a particular candidate, click on the row with their information to open their profile.
  • If you like the candidate and want to invite them into your study, click "Approve & invite". If you don't like the candidate, either click "Not a fit" or do nothing.

Here is an example of what a participant profile looks like, including your "Approve & invite" and "Not a fit" buttons:


Managing quotas

We do not currently have a system to help you manage specific quotas. Since any approved candidates can sign up for an open session or spot, we would recommend that you approve slowly or even book participants yourself (this feature requires Advanced Screening).

Pro-tip: If you mark an approved candidates as "Not a fit", they will not be able to sign up for your study since their unique booking page will be closed.

Other stuff you should know

  • Approving does not confirm a participant's spot. Once approved, participants need to take the final step to confirm their spot via our booking link. Once confirmed, the schedule will be updated and you'll be sent a notification email.
  • You must approve 2x as many participants as you'd like booked. This allows us to account for anyone who cannot make it. It also provides us with backups if someone needs to be replaced.
  • Statuses can be moved from Approve & invite to Not A Fit (or vice versa). If you mark some as "Not A Fit" someone who was approved, they will be blocked from confirming their spot.

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