User Manual
Contents
1. can send messages to session participants Sending invitations Experimenters can alter invitation texts and start sending the invitations Mail about experiment status Experimenters are privileged to receive mails about the experiment status It is therefore possible to pointedly and flexibly provide experimenters with privileges which are necessary for conducting an experiment Regardless of tab or sub tem it is possible to unlock the assignment for an experiment or to annul the activation via button User management The user management option available under Administration gt User allows a view into the data of all pool members as well as the administration of user data Tabular view The tabular view can be arranged by a click on the name of the column Besides the integrated search function which enables searching Names Surnames or e mails addresses it is possible to filter the tabular view so that only entries are shown that match certain predefined features To choose a filter it is necessary to click the respective filter name and to select the wished specifications in the displayed fields If the user list shall be filtered by more than one criterion the filters can be defined one after another To apply the selected filters one needs to click apply filter and refresh results After that the filtered results will be displayed Example of selecting a filter Include only 7 users within this2. data and general options in hroot Furthermore administrators are the only user group who are able to compile new experiments and sessions Dashboard and calendar Dashboard and calendar offer an overview of the laboratory utilization They enable scheduling of experiments within the software The dashboard shows all sessions that are scheduled for today including information about time and place and registered participants In addition the dashboard contains a list of the latest five experiments and statistics about the size of the participant pool Further information is linked directly every experiment name directly leads to a list of sessions of the specific experiment Administrators here have the possibility to compile new sessions to match users and to send emails You will find a detailed description about all possibilities in the chapter Detailed overview of experiments of this manual Start screen of hroot hroot Recruitment sytem for experiments ogged in as admin example con en Logout Administration Account options Das h boa rd Dashboard Calendar Latest experiments Statistics Experiments 9 Users Test Experiment Active pool members 1921 A New registrations in the last 30 days 50 Options Demonstration Demo Experiment test demo Finished but not closed sessions 27 10 2012 17 30 19 00 Demo Experiment demo experimenter 4 entries missing 2011 2013 University of Hamburg Site credits and cont
3. these field s of study Betriebswirtschaftslehre Volkswirtschaftslehre i Biologie Chemie Italienisch Philosophie Psychologie 2 3 a 5 6 7 8 9 38 39 Users who are marked as deleted are usually hidden and have to be unhidden by applying the filter deleted users if they shall be displayed again Detailed overview of users Further details of specific users can be called up by clicking the respective user name The site that is shown then lists all data that has been entered by the user and adds a list of all experiments for which the user has been registered so far Also the user s participation status is displayed once he or she is recorded in the system If necessary one or more users can be excluded from an experiment session after they have been assigned The editing of user data is available via the edit button By clicking the edit button a form is called up which is similar to the registration form and allows the adaption of all user data including setting a new password Furthermore only in this view users can be tagged as deleted This tag refuses the tagged user s access into hroot Please notice that the fields forename surname and sex are mandatory fields and have to contain worth Alterations are only applied after clicking the save button An automatic save function is not integrated Compile a new user Out of the tabular view of the user administration it is possible to compile n
4. Hroot Hamburg registration and organization online tool University of Hamburg School of Business Economics and Social Sciences WiSo Research Laboratory Von Melle Park 5 20146 Hamburg Germany User Manual USER ROL Si A ds o S 1 POOL MEMDEES iia A dees AAA Ai AA ARA AA AAA AA ARAS 1 AA AR O 1 AQUMINISTLA OS A AA A AR A A a cid 1 DASHBOARD AND CALENDAR a 1 DAAN A E E A E E EE E AE es 3 LISO Wii a a diid iiad 3 Compiling new experien iii AA a Ai ida 3 Detailed overview Of experiments ssccccccccessesscscecseessensssssecscsseessasesessceseesaaesessceseessaseseseesseessaseseseeseene 4 Tab Session Tab Participants TOD INVITA ION EEA ici deso E E EEE A Ra Aba E AO E ia oasis 5 Tab DATA ANA OP tions iii As AAA Aa and na Ads asias 5 USER MANAGEMENT O RA Tabular vieW oooooccccccccoconno Detailed overview of users COMPITE ANEWIUS ii a A aa 8 GENERAL OPTIONS Tab General Tab RO0MS Tab E Mails TAD SOS A A A id TODS LONQUOGES ci AE EAE A A E e aa Das Golde TUB dada 10 Tabs Fields OS TU Vii idas iaa daa aaa cotaudeancdasteavea eaa 11 TOD DEQICOS li Ai AA AE A di a AAA dd a A 11 IA RN NON 11 User rolls Hroot differentiates between three user groups pool members experimenters administrators whereby every user can be matched to one of the three Every user group enjoys different privileges according to their task This manual offers an overview of all the functi
5. Usually the invitations are sent in random sequences to pool members Optionally one can vary that function and as a matter of priority invite pool members that participated lesser than others Tab Data and Options The options of general data in the tab data and options allow altering data that was entered before when the experiment was compiled The sub item Invitations enables the option to automatically mail reminder e mails to session participants For that matter it is possible to define temporal options for mailing as well as depositing texts for reminder mails Via the item Experimenters experimenters can be matched to experiments and individual privileges can be assigned to experimenters by specifically tagging them The following table shows possible tags for experimenters Tags and their resulting privileges for experimenters Data administration Experimenters have the possibility to alter general experiment data Processing priveleges Experimenters can add further experimenters and alter their privileges in hroot Session date management Experimenters can compile and delete sessions or change the dates Sessions participant management Experimenters can add and delete session participants or assigned pool members of an experiment Attendence management Experimenters can edit the attendance status in the participant list for experiments Mailing to session participants Experimenters
6. act information The calendar offers a detailed overview of sessions scheduled for the month whereby all sessions related to one specific experiment are marked by the same color The color of an experiment is allocated automatically by the system and impossible to change A scheduled experiment in hroot shows its utilization rate via light function little square with the following pattern Red number of participants is smaller than number of participants needed Yellow number of participants is at least the number of participants needed but still smaller than the number of participants plus auxiliary participants Green session is booked out For each session there is further information available by a tooltip in which the place of experiment as well as number of participants is shown Likewise the dashboard the time for which an experiment is scheduled is linked with the participant list of the session and the experiment name is linked with the session list of the experiment Experiments The experiment management available by the menu item Administration gt Experiments enables the management of experiments that were compiled via hroot List overview The list overview shows all experiments that were compiled so far In doing so besides the experiment name further data is displayed e g the number of sessions pool of participants and the timeframe of a specific experiment A tag system enables flexible categorization of
7. ed overview of experiments By click on the experiment name one is lead to its detailed overview A detailed insight into the experiment is offered here especially information about the number of experiment and the exact session dates The detailed overview consists of the tabs Sessions Participants Invitations and Data and Options A detailed description of the tabs follows below Tab Session The tab sessions offers an overview of the sessions scheduled so far and allows compiling new sessions or altering already existing data Besides session name time and place further information about the number of registered participants and the number of participants needed is provided here Furthermore in the menu item place a list of preset rooms where the session takes place can be chosen Such lists can be predefined in the menu item Administration gt Options Via menu item Participants or the line where participant details are displayed a list of session participants is accessible In this list session participants can either be moved to other sessions or be deleted Moreover within the participant list it is possible to state whether participants attended an experiment or not There are three check boxes for each participant appeared attended und absent For every user the number of appeared and absent assignments in hroot is counted and can be used as filter criterion so unreliable users can be excluded f
8. ent There are e mail templates for invitation registration confirmation reminding sessions and ending sessions with which experimenters are reminded to add information about attendance or absence of a pool member Further there is a template for mailing activation invitation after importing data out of external data base systems For every mail template one can type in subject and text as well as some variables which are replaced by the addressee s name or the experiment data or session data after sending The possible variables available depend on the type of e mail Variables that can be used in a text template Variable Bedeutung firstname Applies the addressee s forename lastname Applies the addressee s surname sessionlist Applies date and beginning of all related sessions link Applies a link to the experiment session_date session_start_time session_end_time session_location experiment_name Hactivation_link Applies session date Applies date of session start Applies date of session end Applies place of session Applies experiment name Applies link to account activation The respective data has to be populated for the experiment session The content of specific mails be it invitation registration activation or session reminder can be adjusted individually for every single experiment Further detail can be read in the chapter Experiments Tab Jobs In this tab it is possible to define
9. ew users besides self registration Via the item new user an empty registration form is called up enabling compiling new users Following fields are mandatory fields and have to be filled e Name e Surname e E mail address e Sex e Password e Repeat Password The password has to fulfill certain conditions The password has to be at least eight letters long It has to contain at least one number one letter and one additional character In addition the role of every user has to be selected whereby the standard selection is pool member General Options The options available via the item Administration gt Options allow alteration of general options in hroot The general options consist out of the tabs General Rooms E Mails Jobs Languages Course of studies Degrees und Texts They are described in detail in the following Tab General Via the tab General e mail domains for registration can be restricted In doing so it is possible to define domains that are permissible and to select required prefixes Example of domain restriction hroot Administratic ystem for experiment gged in as admin example cc en Logout Administration Options Locations Emails Professions Languages Field of studies Degrees Texts Account options P Valid email formats Dashboard Calendar Configure valid email formats for user signup You can limit domains and you can Experiments require a prefix substring before the Symbol Use
10. experiments whereby kinds or groups can be matched to the experiment The tag System can be altered by the administrators individually when a new experiment is compiled Further it shows who conducts the experiment and displays the number of sessions the timeframe of an experiment as well as the total number of pool members assigned to an experiment Assigned for that matter means that pool members are allowed by the administrators to register themselves for sessions of an experiment Additionally it is displayed whether a pool member registration for an experiment is unlocked or not An integrated search function enables users to search for an experiment by its name A click on a tag shows every experiment with the same tag Compiling a new experiment In the list overview it is possible to compile a new experiment via the menu item new experiment At this point basic data can be entered as follows Name the experiment name can be entered here mandatory field Tags experiments can be tagged here so that they can be matched precisely Description an experiment description can be entered here in free text form Contact information experimenters contact information can be entered here E mail sender e mail addresses which are displayed as senders in the invitation can be entered here As soon as an experiment is compiled sessions can be compiled as well as participants and experimenters can be assigned Detail
11. ons within the hroot system Administrators have unlimited access to all functions Limitations of use for the other two groups are described in detail in the following Pool members Pool members are users who registered themselves for experimental participation Pool members are able to register for sessions of an experiment if they were assigned for an experiment beforehand Further pool members can notice via hroot for which future sessions they are registered Pool members can also save phone numbers and an alternative email address change passwords and view their personal data but are not able to change the latter The alternative email address as soon as it is registered and confirmed is used as the only address for correspondence however a login into hroot with the email address is not possible Besides pool members can change their personal password in the menu item account option Experimenters Experimenters are users who conduct experiments and therefor partially need insight into the system Experimenters can be matched to an experiment as conductor and on that account they can be assigned specific privileges e g registration of attendance or adding new pool members Detailed description of the assignment of specific privileges is available in the chapter Experiments Administrators Administrators are users who manage the system and data Administrators have full access to the system and are able to alter user
12. rom sessions beforehand Tab Participants The tab Participants serves the user management for the whole experiment so further Participants can be assigned for an experiment here Thereby only those users are regarded who are not assigned to the experiment yet Besides the user overview this tab allows to minimize the field via filters to a certain group thus enabling aimed matching for an experiment In addition one can view into a list of participants who are already assigned for an experiment Through this list it is possible to send messages to the pool members Even the assignment or deleting of single participants can be operated here Of course the filter function is also available for this operation If a pool member is assigned for a session the session date will be displayed in the participant list Further the tab participants opens the possibility to view the history of participant assignments In doing so the date the search and filter criteria and the number of pool member assignments or pool member deletions will also be displayed so that former participant assignments can be revised and documented Tab Invitations Through the tab Invitations the e mail options for the sent invitations are available Here itis possible to define a text template and send e mails Furthermore one can define the time interval when an e mail shall be sent and even the number of e mails that are wished to be sent within a certain timeframe
13. rs e as studium uni hamburg de Options wiso uni hamburg de e uni hamburg de 2011 2013 University of Hamburg Site credits and contact information By clicking the minus button the latest filter will be deleted by clicking the plus button a new field for further restrictions will be created As long as no restriction is defined registration with any E Mail address is possible As soon as a first restriction is saved only E mail addresses that fulfill the defined requirements have access to registration The possibility of restriction for certain e mail prefixes if possible clear and distinct prefixes are helpful to prevent multiple registrations of pool members The restrictions described above do not affect the user compiling through an administrator but only the attempt of a potential user to register via registration pseudonym Tab Rooms The tab rooms allows to compile virtual rooms in which experiments take place After doing so these rooms can be selected when compiling or altering an experiment they are available for tagging Rooms can also be deleted but only as long as they were not engaged This restriction serves preserving the data base consistency Tab E Mails In this menu one can deposit or alter standardized text templates for e mailing via hroot These templates are usually copied into mail fields of single experiments so that specific experiment requirements do not have to be regarded for that mom
14. selectable jobs Users can only choose between the previously defined jobs and filter based search only works with these jobs Tab Languages In this tab it is possible to define selectable languages Users can only choose between the previously defined languages when registering and filter based search also only works with these languages 10 Tab Fields of study In this tab it is possible to define selectable fields of study Users can only choose between the previously defined fields of study and filter based search also only works with these fields of study Tab Degrees In this tab it is possible to define selectable degrees Users can only choose between the previously defined degrees and filter based search also only works with these degrees Tab Texts In this tab it is possible to set terms of privacy policy that have to be confirmed by users Moreover one can define welcome text and site notice which are presented to users logging in for the first time For all three texts one can edit and deposit a German and or an English version 11
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