This article is designed to provide an overview of how panel data is configured and managed as well as provide a general overview of the software layout. While this guide is not meant to be comprehensive, it does include links to individual articles providing more detailed explanations on how to use specific features. Be sure to review these articles as well when setting up your panel for the first time.
1: General Software Layout
Kinesis panel is divided into two main parts:
- Panel Mode
- Project Mode
1.1: Panel Mode
Panel Mode houses the database end of panel; all panelist data, metadata, recruitment source tracking, communities, and user info, among other items. Panel mode is used essentially for anything that is not setting up and launching a project: looking up panelist records, changing / importing data, adding languages, editing communities, and monitoring panel health.
1.1.1: My Panel
The My Panel menu item allows you to change modes, select another panel, create a new panel, or edit panel properties.
Panel properties is broken up into multiple tabs, providing you with options to customize universal settings as well as integrating your panel with external services, such as Fulcrum. The most important tab you will want to review is the Panel Properties tab to make sure that the panel name and panel support email are filled in appropriately.
1.1.2: Panel Functions
Almost all panel management tools can be found under the Panel Functions menu. Tools most commonly use and that you should familiarize yourself with include:
- Datapoint manager
- Import data
- Panelist Manager
- Query Panel Data
- Community Manager
- Email Content Manager
If you are planning on having a multilingual panel, you should familiarize with the Language Manager.
If you are utilizing Fulcrum, familiarize yourself with Fulcrum Exchange.
1.1.3: Data & Statistics
Panel data and other reports can be generated from the Data & Statistics menu. Reports on panelist data include:
For panel management reporting, the following tools will provide reporting:
1.2: Project Mode
Users will set up and launch surveys to panelists via Project Mode. From here, you may create new projects or organize existing projects into a folder system. More details about creating and launching projects can be found under Project Management.
2: Users and Privileges
Admins have the ability to create new panel users and to manage their permissions. Accounts are divided up by roles. Basic roles are already created, but custom roles can be created as well. Basic roles include:
Admins have access to all panel tools and all panel data. They can also grant / remove panel permissions and create new users as needed.
- General Observer
General observers have the ability to view projects, project data, invitations, panelists and panelist data, and users, but cannot change data, create projects, create invitations, or create/change users.
- Panel Manager
Panel managers have full access to Panel Mode but can only view projects and users. They cannot create projects or create/change users.
- Panel Observer
Panel observers can only view panelist data. They cannot export data, and have no project or user permissions.
- Panel Technician
Panel technicians can view panlists and modify their data. They cannot export data, and have nor project, invitation, or user permissions.
- Portal Administrator
Portal administrators can only view and edit the Community website. They have no panel, project, or user permissions.
- Project Manager
Project Managers have full access to Project Mode. They can also view panelists and users, but cannot change panelist data or change user permissions.
- Project Observer
Project observers can view projects and queries, but otherwise have no access to Panel Mode and no user permissions.
- Web Services Only
This role is used for clients who utilize the Kinesis Panel Integrations or Community APIs.
Please note that roles are installation-wide. They cannot be made panel-specific.
3: Data management
Kinesis Panel offers flexibility in how each panel is set up. Before recruitment or panel migration can begin, you must decide what your panel’s needs are and how you prefer to manage the data. To be clear, when Kinesis talks about panels, we are simply referring to a panel housed within an installation. Installations are housed under one domain. Users may create as many panels within one installation as desired. In some instances, it is best to have only 1 panel within 1 installation, while at other times you should consider 1 installation housing multiple panels or multiple installations housing multiple panels.
3.1: Database configuration: Should I have one panel or multiple panels?
It is possible to set up multiple panels within your install by going to the My Panel menu and selecting “Create a new panel.” Multiple panels are recommended when:
- panelist subsets will be sent to separate survey projects
- panel health and other reports will be monitored on panelist subsets instead of all panelists
Occasionally, there is such a division between subsets of panelists that Kinesis recommends purchasing a separate installation to house them. This is recommended when
- separate domains are required
- per-panel data-viewing permissions need to be given to end clients
Most users set up single panels. Single panels may house subsets of panelists (called Communities), each with their own subdomain and branding, as well as multiple languages for each site. Single panels are recommended when:
- all panelists will be invited to the same projects
- panel health reports will take into account all panelists
- separate per-panel (or per-panel subset) permissions are not needed
Multiple Panels One panel, multiple subpanels / communities Data Unique databases Centralized database; custom data field can denote subpanel membership User groups Exclusive with separate KP installations Not exclusive; will have access to all subpanels Branding Unique Can be unique if multiple communities are used* Profiling fields Unique Can be unique, but panel managers must control what is seen by panelists Project launching Must be executed within each panel Supports cross-subpanel launching within individual campaign
3.2: Data synchronization
Kinesis Panel and Kinesis Survey are integrated with each other, allowing for seamless data transfer between surveys housed on the Kinesis platform and the panel database. This is managed by setting up projects so that they are integrated with surveys on your Kinesis install, and by making sure that any questions in your survey that need to collect data from panel or that will save data to panel map to the appropriate panel datapoint. More information can be found here.
4: Panelist Registration
Panelist registration can be accomplished via two methods:
- Panel Migration
- Recruiting through a registration survey
All panelists who have successfully registered via one of the above methods will be marked as fully subscribed in your panel. Fully subscribed panelists have completed the double opt-in process, can receive emails, participate in surveys, and log into the Community website. Panelists who are not fully registered are marked as unconfirmed, unsubscribed, or blacklisted.
4.1: Registration via Panel Migration
If you are migrating an existing panel, you will need to first:
You will receive a report on how many panelists were imported and which were skipped (if any). Panelists uploaded via the CSV importer are automatically marked as confirmed and considered fully subscribed.
4.2: Registration via Registration Survey
If you are re-registering an existing panel or recruiting a new panel from the group up, you will need to send your potential panelists through a registration survey. Registration surveys are created within the survey install and integrated to panel. They can be as short or as long as you require; Kinesis only requires that an email address be collected within the registration survey so that panelist data can be stored properly. Instructions on how to integrate your registration survey to panel can be found here. Lastly, you will want to integrate each survey question with your datapoint manager in panel.
Once the registration survey programming and panel set up is complete, you will need to invite your panelists to the survey. If using recruitment sources, provide the survey link to the recruiter. If you are re-registering panelists, you will want to email them from a 3rd party tool or from within Kinesis Survey. To invite respondents from Kinesis survey:
- Upload your email list to the respondent manager (only email is required)
- Design your survey invitation
- Schedule the invitations to be sent out
Once respondents have received the registration survey link, they will:
- Complete the registration survey (all mapped datapoints will automatically be saved to panel)
- Receive a double opt-in email confirmation
- Confirm their registration by clicking on the link in the double opt-in email
4.2.1: How do I test that my registration survey is working and that data is being saved to panel?
Testing your survey is very simple. Once programming is complete and you have integrated the survey and its datapoints with panel, you should go through the survey as a respondent would.
- Get the registration survey URL
- Complete the registration survey
- Check the Panelist Manager. You should see your record in the Panelist Manager with a purple flag next to it (purple flag = panelist is unconfirmed). If your record is not in the panel, check that the survey is integrated to panel as a registration survey.
- Click on your record in the panelist manager. You should see data stored in the System Fields tab and the Datapoints tab. If no data is stored, check that the individual questions within your survey are mapped to panel datapoints.
- Check your email. You should have received a double opt-in confirmation email within 30 mins (most emails will arrive almost immediately). If your double-opt in email is not delivered, check your spam folder. If it's not there, check your record in the panelist manager. If you have a yellow flag next to your record, it means your email bounced and Kinesis was unable to deliver the opt-in confirmation. Whitelist your panel's domain and try registering again with a different email.
- Click the link in the double opt-in email. You should be redirected to a page within the Community that congratulates you for subscribing.
- Check the Panelist Manager again. You should see no flags next to your record.
4.2.2: Where is the registration survey link?
The survey link can be found by navigating to the survey dashboard, either by clicking on the survey from the survey selection page or by selecting My Survey Project in the top left menu. Once you are in the dashboard, the survey URL can be found by clicking the link next to the globe in the Project Information box (on the right-hand side of the screen). You will see a pop-up that has a public link as well as 10 test links. The public link is what you will want to use to test with as well as what you will want to send to your recruiters.