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Managing Quotas and Segments

Managing Quotas and Segments Information & directions on how to manage a project with segments/quotas on Respondent.io 

Oftentimes, research projects have quotas for different segments within their overall target number of completes. Quotas & segmentation can be necessary for a variety of data points within research projects:

Demographics (gender, ethnicity, age, region, etc).
For example:

  •  “Recruit a 50/50 mix of gender”
  • “Recruit ten 18-35 year olds and fifteen 36-54 year olds”
  • “Recruit a mix of geographical regions”

User segments (use cases, experience/use history, users of different brands).
For example:

  • “Recruit a mix of those who work in an office vs. working from home”
  • “Minimum 3 years experience with this tool, recruit 5 with 3-5 years, recruit five with 5-10 years”
  • “Recruit 5 users of product X, 5 users of competitor brands Y or Z”

In most cases, B2C (general population/consumers) recruits actually have more quotas to track than B2B (industry professional) recruits. It’s important to note that for B2C recruits, different user segments should generally be combined into the same screener/project on Respondent.io, as they will have usually have the same targeting criteria during project set-up. This will help prevent the same participant candidates from being recruited for multiple segments/projects.  

For B2B recruits with quotas around job titles (and no overlap), it may be easier to break out into separate projects on Respondent.io (e.g. one project recruiting job functions around engineering, another with job functions around product management), otherwise you should just publish one project and track quotas following these steps:

  1. Post your screener onto Respondent.io 
  2. Add your screening questions and quotas to a profile grid - here's a useful example for your team to make a duplicate of! You'll want to start at the "Engineering Segment" tab
  3. Once you have responses to your screening survey on Respondent, at the
    Participants tab, select "Export All" responses

4. Paste the CSV you have downloaded into the "Raw Data" tab of the profile grid template
5. Start removing unnecessary columns so that the "Raw Data" tab can be pasted directly into the profile grid. I've done so in the "Raw Data - Sort" tab. *Important Point*- If you have checkbox questions on your screener, there will be a column for each RESPONSE to the question. In 95% of cases, you'll want to remove every column for a checkbox question that comes after the first column (the first column for a checkbox has all responses combined into it). So for the example below, I'd delete columns "V" through "AB".

6. Start sorting this tab for candidates who meet your ideal quota mix
7. Paste into the corresponding segment's tab on the profile grid
8. Invite qualifiers to your study on Respondent.io!

We understand this can be a convoluted process to start, but gets much quicker after the first day when you create the profile grid. Furthermore, Respondent.io's Product team is ideating ways to implement quota/segment tracking directly on the platform and where this fits in on our product roadmap. 

If you feel quota management is a high priority or have suggestions on how to improve this article, please email jonathan.mcelroy@respondent.io to help drive higher prioritization of this product improvement and improve our knowledge base. 

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