Setting Up Participants & Groups

Xorro-Q in 7 Bites

1. Becoming a Facilitator
2. Get started with Instant Activities
3. Preparing activities
4. Setting up participants and groups
5. Running your live sessions
6. Using Q-Bank to find & manage questions
7. Results, dashboards & reports

4. Setting Up Participants & Groups

WhyThe Participants TabCreating ParticipantsCreating GroupsImporting ParticipantsResourcesComing Up

Welcome to this, the fourth chapter, in "7 Bites". In this section we're going to explore how you can (optionally) set up your participants and organise these into groups.

Why? Of course, you can just allow participants to access your activities by using a temporary "Alias", or nickname. In the absence of pre-registered participants, enabling access using "alias" is the default setting. This is ideal either for audiences which you cannot conveniently pre-enrol (for example unknown members of the public), or in cases where your participants might want to remain anonymous.

However, pre-registering your participants (when possible) has the added advantage of securely identifying them. This means that you will be able to extract reports on participant progress over multiple sessions as well as attendance and engagement reports by participant. The participant experience is also slightly improved.

To get started, visit the The Participants Tab in your QF site. This is where you can create and edit Participants and Groups, or to import these in bulk using a CSV file. For example, you might choose to import an entire school or faculty roll of students, complete with their course or class memberships. Or, you might prefer to "enroll" participants one at a time and later organise them into groups to suit your needs.

Creating Participants On clicking the "Create Participant" button, you'll be presented with a form in which to enter the first and last name of the Participant (these are compulsory fields). You may also enter a unique ID here; whilst this is not compulsory, it is very useful as this permits a Facilitator to manage access to activities using either ID or group membership. ID must be unique and may be any combination of alphabetic and numeric characters (case is sensitive).

You might choose to join this participant to a group now; otherwise leave this step until later when you might select group members from a large participant list.

On selecting "Create Participant", you return to the Participants page with your new Participant included.

Creating Groups In just the same way, you can press the "Create Groups" button on the right hand side of the Participants page and complete the resulting form. It's as simple as giving the Group a name (the label by which it will be identified in reports and lists) and a unique Group code.

(Note: When giving names to Groups, keep in mind how these will appear in reports and lists. Be aware also that Groups are (by default) shared across the entire institution and are visible to other Facilitators. It's best to make the name a clear identifier and one you will find quickly within a long list.

Importing Participants and Groups By pressing the "Import Participants" button near the top right of the page, participants (and their group memberships) can be imported in bulk from a CSV file. The column headings of the CSV file must be as shown at right (however the last column, group_code, is not a required field and may be omitted or the column deleted altogether).

Where a participant is a member of multiple groups, this is represented in this file as multiple rows for this participant, with duplicate "id", "first" and "last" entries, one row for each group_code. This is easily created simply by pasting successive class lists into a single CSV file. Xorro will automatically neglect any duplicate entries, but add any new group memberships.

Resources: See the User Manual for the full story; the Quick Reference Guide covers key points in just 2 pages.

Coming up: In the next installment "Bite" we'll be taking a deeper look at running activities. By then you'll probably already have some experience with running activities with audiences.... We'll be looking at tips and tricks which will save you time and effort. As always, feel free to read ahead!


Categories: Xorro-Q, Facilitators.