recruitment.rst

=================
Study recruitment
=================


.. _recruitment:

Recruit subjects via phone
==========================

.. figure:: /_images/recruitment-contact.png

1.  Click on **Studies** on the front page. Then click on **Execution** in the
    field **Status** to only show studies that are currently recruiting.

2.  Click on **Recruitment** next to the study you want to recruit subjects for

3.  By clicking on **Add**, relevant probands will be shown to you

4.  Press the **Contact** button to contact the person you want to reach

    -   **Email**, **Phone number**, a potential **Phone number alternative**
        and / or the **Address** will be shown to you in the tab **Contacting details**.

5.  Contact the potential subject using the specified method

    -   Please have a look at the **Talking points** that the study coordinator has
        provided

6.  When you received a response from the potential subject, select a **Status
    of participation**

    -   Choose between:

        -   **not reached**
            (Please note the appointment in the calendar)
        -   **follow-up scheduled**
            (Determine the date and time of the recall appointment below)
        -   **awaiting response**
            (This may apply if you left a message on the answering machine or if you
            sent an e-mail.)
        -   **participating**
        -   **excluded**
            (This may apply if recruitment attributes of the person do not comply with the
            requirements of the study, if a person is not interested in the
            particular study or if a person is not available during the data 
            collection of the study)

    -   Click on **Save**


.. _recruitment-mail:

Recruit subjects via mail
=========================

.. note::

    Recruitment via mail is only possible if it has been :ref:`configured
    <study-recruitment-settings>` by the study coordinator.


1.  Click on **Studies** on the front page. Then click on **Execution** in the
    field **Status** to only show studies that are currently recruiting.

2.  Click on **Recruitment** next to the study you want to recruit subjects for

3.  Go to the **Mail** tab

4.  Enter the number of subjects that you want to contact

5.  Click **Send**

.. hint::
    The section **Previous mails** will appear after you have sent your first 
    batch of mails. It lists all contacted groups allowing you to remind those 
    potential participants of a group who did not respond yet. Please note, that 
    this reminder can only be triggered once per group. It will send out the 
    current invitation mail text with a prefixed e-mail subject indicating it as 
    "Reminder/Erinnerung".

.. _recruitment-appointments:

Make appointments for sessions
==============================

.. note::

    This describes setting up appointments **for** the participants manually by 
    Castellum users. There is also a guide on how to use the optional external 
    scheduler feature in Castellum that offers potential participants to select 
    appointments by themselves: :ref:`make-appointments-with-external-scheduler`.

If you are recruiting for a study that has at least one session Castellum allows
you to set up appointments for the participants:

1. In recruitment click on **Contact** in the *Open* list or on **Review** in the 
   *Participating* list to get the details of the participant. Go to the tab 
   **Appointments**.

2. The tab **Appointments** offers a date and time field for every session of 
   the study. Click and populate those session fields that need to be appointed
   at this moment.

   .. hint::

       Study execution provides the same feature to make appointments with 
       participating subjects. Thus, this can also be done by study conductors.

3. The **Calendar** button in the **Appointments** tab opens a new window and 
   allows you to have a look at all already appointed sessions of the study. 
   This calendar will also show appointments of resources if they are connected 
   to a study session (see :ref:`study-sessions`).

.. warning::

    Castellum only detects appointment collisions for connected resources! In 
    other words Castellum allows you to save various concurrent appointments if 
    the session doesn't have a resource connected.