Introduction

Quota Creation

Setting Quota Targets

1. Personal Information: This pertains to data directly stored in the panellist profile. Utilize this condition if your panellists have EyeQuestion accounts with completed personal information for the options Gender and/or Age.
   
2. Category: Similar to Personal Information, this involves data stored in the panellist profile. Apply this condition if your panellists have EyeQuestion accounts with category information.
   
3. Question: These are questions incorporated into your questionnaire that serve as the basis for screening individuals. Choose this option to establish screening criteria based on specific questions. 
   

Quota Wizard

The Quota Wizard is a powerful tool designed to help you quickly and efficiently set up quota groups based on demographic information and other criteria. Instead of manually defining each group, the wizard simplifies the process by allowing you to specify gender distribution, age ranges, and additional conditions. Once configured, the system automatically creates the necessary quota groups for your study.

1. Access the Quota Wizard

      a. Go to the Project Quota section.

      b. Click on the wand icon to launch the Quota Wizard. 

2. Define the Quota Groups’ Characteristics: Once inside the wizard, you will be asked to set up the core demographics for your quota groups:

      a. Gender distribution – Define what percentage of your participants should be male or female.

      b. Age range – Specify the age range of participants that should be included in your study.

      c. Grouping by age – Determine how many different age brackets you want to divide your participants into – maximum of age groups is 5.

3. Add Additional Quota Conditions (Optional): Beyond basic demographics, you can refine your quota groups by adding conditions based on:

      a. Categories (Stored in Panellist Profiles): Pre-existing classifications such as dietary preferences, occupation.

      b. Screener Questionnaire Questions: If you’ve included specific questions in your screening survey (e.g., “Which supermarket do you shop at?”), you can use responses to determine whether a participant qualifies for a quota group.

4. Automatic Generation of Quota Groups: Once you’ve defined your conditions, the Quota Wizard will generate the necessary groups based on your settings.

      a. Each group will be assigned an equal percentage of participants by default.

      b. You have the flexibility to manually adjust the distribution of participants across different groups. 

5. Define the Total Number of Participants to Invite: At this stage, you need to enter the total number of participants you plan to invite.       a. The system will convert the percentage-based quotas into actual participant numbers for each group.

      b. This ensures that the right number of participants is recruited for each quota segment.

6. Review and Adjust the Quota Distribution: After defining the number of participants, a quota table will be generated. This table provides an overview of:

      a. The exact number of participants required per group.

      b. Whether your existing panel has enough panellists that meet the criteria.

      c. The ability to adjust the target numbers if needed.

This step helps ensure that your quota distribution is realistic and achievable based on your available panellists.

7. Apply and Finalize the Quotas

      a. Once you confirm the settings, the quota groups and conditions will be automatically added to your project.

      b. You still have the option to edit the conditions, target numbers, and group settings if necessary.

      c. If you need to restart the setup process, you can delete all quota groups and run the Quota Wizard again.

8. Understanding How Logic is Applied to Quotas

      a. Demographic conditions (age and gender) are assigned using AND logic (e.g., participants must be Female AND 25-34 to qualify).       b. Additional conditions (e.g., supermarket preference) follow the logic setup you defined during the wizard process (AND/OR rules).

Panellist Screening Actions

One of the standout features of EyeQuestion's quota management is the ability to specify actions for panellists who pass or fail the screening process. This means you can define different actions for those who meet your criteria and those who do not. For example, if a panellist successfully passes the screening process, you can choose to let them continue with the questionnaire, send them to a new questionnaire, or schedule an appointment for a follow-up project. On the other hand, for panellists who don't meet the screening criteria, will receive specific message explaining why they are ineligible.

Panellists can receive four different statuses based on their quota, which will be displayed in the panel tab:

1. "Screened In": Panellists meet the screening criteria for one of the quota conditions. 
2. "Screened Out": Panellists do not meet the screening criteria based on the project's quota. 
3. "Over Quota": Panellists meet the screening criteria, but the target number has already been reached.
   
4. "Screener Positive": Panellists can obtain this status if the Quota settings are Screened In: "Plan Appointment for Linked Project" and the panellist was shown the appointment screen but did not make an appointment yet. 

Actions for "Screened In":

1. Show Message: Panellists will see a message indicating whether they are screened in, as soon as they are screened in (questionnaire is not finished).
   

1. Continue with the Project: Panellists proceed with the questionnaire even if screened in during the process.
   
2. Continue with Linked Project: When selected, a field appears where the deployed project needs to be linked. Panellists are directly redirected to a selected questionnaire after being screened in (without finishing the screener).

1. Plan Appointment for Linked Project: When selected, a field appears where a deployed or undeployed project needs to be linked. Panellists can schedule an appointment for the linked project, which has appointment enabled, as soon as they are screened in (without finishing the screener). The panellists that are screened in are shown in the linked project under Distribution>Panel. Panellists who meet the quota requirement but have not yet booked an appointment will be displayed in the linked project under Distribution > Panel as Screener Positive. Those who have not booked an appointment can do so at a later stage by clicking on the invitation link sent via email. However, if the quota target is reached in the meantime, the panellist's status will change to Overquota, and they will no longer be able to schedule an appointment. 
   
2. Plan Appointment for this Project: When this option is enabled, panellists who are screened in are automatically directed to the appointment booking page after receiving the invitation. Panellists who are screened out will receive a screen-out message instead. This option can only be used when appointments are configured in the project. It is intended for projects where quota management is based solely on personal information or category information, and not on custom question screening logic.
3. Add Panellist to Linked Project and Show Message: When selected, a field appears where a deployed or undeployed project needs to be linked. Panellists will see a message indicating whether they are screened in as soon as they are screened in (questionnaire is not finished). The panellists that are screened in are shown in the linked project under Distribution>Panel. 
   

Actions for "Screened Out" and "Over Quota":

1. Show Message: Panellists receive a message when they do not meet the quota criteria or when the quota is exceeded.
   

To modify the default quota messages you can click on Quota>Advanced Settings. 

Quota Status

Examples 

Case Study: Recruitment for a Market Research Study

1. Define Your Quotas: Start by identifying the key demographics or criteria you want to ensure are represented in your participant pool. For example, you may want to ensure diversity in terms of age, gender, and occupation.
   
2. Create the Screener Questionnaire: Design a brief questionnaire that includes questions relevant to the quotas you've defined. For instance, include questions about age, gender, occupation, and perhaps a few questions related to the product or industry to gauge participant interest and relevance.
   
3. Set Up Quotas: Within EyeQuestion), navigate to the Quota section (Distribution>Panel>Quota). Create quotas based on the demographics or criteria you've defined. For instance, set quotas for specific age groups, genders, and occupations.
   
4. Define Quota Conditions: Specify the conditions under which participants will be screened into each quota. For example, if you have a quota for participants aged 25-34, set the condition that only respondents within this age range will be included in that quota.
   
5. Deploy the Questionnaire and Monitor Responses: Once you're sure about the screener questionnaire, proceed to deploy it to your target audience. If you're utilizing the Panel feature, you can utilize send an email/notification to participants, or alternatively, provide them with direct access to the screener questionnaire using Link/QR code options. You can monitor responses in real-time to track the filling progress of quotas in the dedicated Quota section.

Case Study: Recruitment for a Health and Wellness Study

1. Create the Main Study Questionnaire: Create the project and set up the appointment that panellist will need to book if they are screened in. To create an appointment please check this link: https://support.eyequestion.nl/portal/en/kb/articles/appointment-scheduling
2. Design the Screener Questionnaire: Create a new questionnaire (e.g. screener) that includes questions relevant to the quota criteria. Include inquiries about exercise frequency, dietary preferences, health product usage, and any other factors deemed important for the study.
3. Set Up Quotas: Within this screener, establish quotas based on the defined criteria. For instance, set quotas for participants who exercise at least three times a week, consume organic food regularly, or use natural health supplements.
   
4. Define Quota Conditions: Specify the conditions under which participants will be screened into each quota. For example, if a participant indicates that they exercise three or more times a week, they will be screened into the corresponding quota.
   
5. Integrate Appointment Booking: In the "Screened In" feature within the General Quota settings, choose the "Plan Appointment for Linked Project" option. Then, select the project you created in step 1.
6. Deploy the Questionnaire and Monitor Responses: Once you're sure about the screener questionnaire, proceed to deploy it to your target audience. If you're utilizing the Panel feature, you can utilize send an email to participants, or alternatively, provide them with direct access to the screener questionnaire using Link/QR code options. You can monitor responses in real-time to track the filling progress of quotas in the dedicated Quota section.
7. Invite Screened-In Participants to Book Appointments: Once participants are successfully screened into the study, they will be sent directly to the appointment page to book an appointment. Within the Distribution>Panel page of the project you created in step 1,  you will have the list of panellist that were screened in and booked an appointment. 

Thinks to Consider

1. Setting up Quotas: Quotas must be set up before deploying the questionnaire. Once a project has been deployed and data collected, modifying the quota setup is not possible.
2. Linked Projects and Screened In Actions: If you are using actions like "Continue with Linked Project" or "Add Panellist to Linked Project and Show Message," be aware that these linked projects cannot be undeployed once they are connected to a screener with quota enabled. To make modifications to the linked project, it's necessary to first unlink it from the screener questionnaire.
   
3. When using the Planned Appointment for this Project" option, if a timeslot that already has an appointment is deleted, the quota is not automatically recalculated. To remove the panellists who booked an appointment in the deleted timeslot, you must manually edit each panellist’s appointment and cancel it.
4. If you archive the project, the quota information will be lost.