Document History: Version 1.0 – 3

rd October 2014

Version 1.1 – 25th November 2014

Version 1.2 – 27th August 2015

Prepared by – J. Ramsay VisionsLive Limited © VisionsLive Ltd 2009-2015

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Creating Your First IDI

Prepared for:

First time users of VisionsLive V+

Interviews

1. Creating your first in-depth interview

This is a short guide to setting up your first in-depth interview (IDI)

2. Getting started

Log in to the management portal at https://portal.visionslive.com (if you can't remember your

password, use the forgotten password link to be sent a password reset email – remember to

check junk/spam inboxes).

3. Creating a new project

Once you have a full account with us, nominated moderators can be given permission to

create new projects. If you still have a demo account, you may have to use the demo project

created by us; if this is the case, select that project and skip ahead to “Your project

dashboard”

The first page you see is “Load project”.

To create a project, complete the following steps:

> Click the “Create new project” button

> Enter the project client

> Enter the project name

> Select the default language

> Finally, click “Create project”

4. Selecting your research project

Select the project that you want to run your activity in.

The moderator icon indicates that you are a moderator of a particular project

> External moderators can only see and select projects that have been assigned by an

administrator

> Company moderators can see all projects within a company and can join any project

5. Your project dashboard

The project dashboard summarises all the activities that have been run in a project. The

dashboard is the go to place for managing and running different activities.

On the dashboard, a moderator can:

> Create and edit the content of an IDI

> Reschedule an IDI

> Edit the participants for an upcoming IDI

> View participant status for an IDI

> Resend notifications to participants

> Retrieve a list of IDI access links

> Access reports for a completed IDI

6. Creating your in-depth interview

To create a new activity from the project dashboard, select the “New activity” button.

You can then choose between running an IDI or a focus group, upon making your selection,

you will be taken through the set-up wizard to finalise the creation of the in-depth interview.

After selecting the IDI option, you need to specify whether if the interview has audio-visual

(AV) features enabled.

Upon making your selection, you will be taken through the setup wizard to finalise the

creation of the in-depth interview.

I. IDI Details The first step is to specify the initial details of the IDI

> Activity title – This the title of the activity that is displayed to participants in

notifications and during the interview.

> Private description – This is description that moderators and administrators can see

on the dashboard and elsewhere in the management portal.

> Language – Select the language that the IDI is being run in.

> Server location – Select the appropriate server location depending on your

participant’s locations.

> Copy content from – Choose a previously created IDI to copy whiteboards and

discussion guides from.

II. IDI Scheduling Here, you can select the time, date and the planned duration of the IDI. The estimated

duration is a guideline only, interviews may over or under-run.

If the IDI is only for test purposes, the moderator should check the “Test activity” check box.

You will not be charged for test activities, pending staff confirmation.

III. Selecting participants Moderator will now be able to select the various participants for an IDI

Only one respondent can be selected for an IDI, if you do not wish you add your

respondents now, you can invite them to the session at a later time.

If your desired respondent is not listed, they will need adding to the project, you can do this

by clicking the “Add respondents” button.

IV. Moderators Moderators are the next to be added and this can be done on the following screen, by either

selecting the moderators that are already loaded into the project, or by assigning existing

company users through selecting the “Add moderators” option. As mentioned earlier, when

adding more moderators, ensure any desired participants are selected before proceeding.

If the moderator you need is not listed, the moderator may have to be added as a new user

to the company. You will need access to the “Account” tab to do this, if you don’t you’ll need

to contact your account administrator.

You will need to open the “Account” tab in a new window, visit the “Users” link in the menu

and click the “Add User” button. You can then return to the wizard and follow the steps for

adding a moderator to the project again.

Observers can be added in the same way as respondents.

V. Notifications Once all the participants have been selected, moderator will need to select which

notifications are required.

> Invitation emails are always sent to all participants, each with a unique IDI access

link.

> Availability email can be selected, which allows respondents to confirm their

attendance to an IDI. Respondents will be sent an invitation email after they have

confirmed their availability.

> SMS reminders can also be selected which will be sent to the respondent at a

designated time before the start of the IDI. Respondents must have a valid

mobile/cellular phone number on their profile to be sent SMS notifications.

Once the notifications have been selected, you will be shown the previews of each of the

notifications.

Please be aware that access links for each participant are unique, so the same link or

access to a particular session must only be used by one person at any time. If two people

attempt to access using the same link, one of them will be disconnected from the session.

While previewing, you have the opportunity to edit the text for various notification types.

VI. Editing invitation emails As the moderator, you will then be given the opportunity to construct your invitation emails.

There will already be a proposed email for you to send, however this can be edited by

selecting the “Edit email” option.

Tags can be inserted or removed to personalise the email, fonts, styles, sizes and layouts

can also be used to customise the appearance of the email.

Tags are placeholders used by the system, they are automatically substituted with the

relevant information for each respondent when the emails are sent. Tags such as

{ActivityStartTime} (based on the respondent’s time zone) and {ActivityAccessLink} can

be unique to each respondent and thus should not be manually entered.

Any edits made will be saved as the default for that notification type used by other activities

in the project.

VII. Confirmation Once all notifications have been previewed, the moderator is able to review the IDI before

any notifications are sent out.

Moderators can easily navigate between any of the steps and make modifications.

Moderators need to agree to the terms and conditions before the notifications are sent and

the new IDI is displayed on the dashboard

More Information

If you require more information or assistance, please

talk to your account administrator, or contact the

VisionsLive support team at support@visionslive.com

UK: +44 (0)20 7788 7821 26 York Street, London W1U 6PZ

US: +1 (866) 412-0154 189 Main Street, Yarmouth, Maine 04096