Ask for consent remotely
It’s good practice to send the consent forms to the participant before the session begins. This gives them plenty of time to review the information you’re giving them and make a decision without pressure.
You can send emails directly from your project. This has a couple of key benefits:
- We can prove that the consent form signed was the one sent to that specific email address.
- You’re not leaking personally identifiable information (PII) into places where you can’t delete it.
- You can respect the participant’s right to be forgotten by deleting email logs when you delete their information.
Create a mailing list
From the Event within your project Dashboard, click on the Manage Participants tab (1).
Select “Add participants and ask by email” (2).
We’re going to build up a list of participants and then bulk send the consent form to them.
Adding participants one at a time
Depending on how you’re recruiting participants, you might get them one at a time, or all at the same time.
We only ask for the participants first name and their email address, because this is all we need to know about them in order to contact them and obtain their consent.
Enter the participants first name (3) and press tab on your keyboard to enter their email address (4). If you press tab again, it will select the add button (5) and pressing enter will submit it. After pressing enter, you should be focussed back on the First Name taxt input, ready to enter the next participant.
Click on “Finish and close” (6) when you’re done and return to your project dashboard.
Bulk adding participants
To add many participants at the same time, click on the “Add multiple participants” button (7) in the top right.
You’ll need a CSV file of participants formatted as: “First name”, “Email address”. You can copy and paste out of a spreadsheet too, but you will need to add a comma between each name and email address before you submit.
Copy and paste your participants into the text area (8).
Click the “Add” button (9) to add them to the event and return to your project dashboard.
Emailing the consent form
Now that we’ve got a list of participants to send our consent form to, let’s ask them for consent.
You can ask for consent one participant at a time, or all at the same time.
In the table, just to the left of the “Label” column title, click on the checkbox (10). You should see the checkbox for each participant become selected, and the blue “Message” button become enabled.
Click on the blue “Message” button (11) to review the email before sending.
Review email before sending
Before sending the email you can define your own custom message here.
We pull in relevant bits of information about participants (we call them variables) to enable you to send one email out to everyone.
You can see one of these variables in the email message in the name tag (12), between two curly braces. For each email you send, Consent Kit will pull in that persons first name from the email list we created in previous steps.
The other variable we use here is for the actual link for the participant to click on to review and sign the consent form itself.
This one is a little different. It lets you define what the text in that link looks like, through the “title” property. Try changing the contents of the title property within the single quotes. By default it is set to ‘Set consent’ (13).
Don’t change anything else about the tag, or Consent Kit will not know to generate a link when you send it.
If you want to check that it’s working properly, you can send yourself a preview email (14).
If you’re happy with it - click “Send” (15) and Consent Kit will send the email and a link to your consent form to each of the participants in your list.
When you ask for consent, it becomes legally binding, so we lock the consent form itself from future editing.
You’re all done! After sending you should return to the project dashboard and be able to see that each of the participants has been sent the email.