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Getting Started Guide Part 3: Onboard Participants and Track Adherence

Learn how to connect participants to your project and monitor their adherence.

📖 Getting Started With Labfront Guide for Researchers

 
Once your project is live, it’s time to bring your participants on board. Labfront makes it easy to add subjects anonymously and monitor their progress in real-time to ensure high-quality data collection.
 
 

1. Adding participants to your project

To maintain data integrity and participant privacy, we use a Participant ID system.

Navigate to the Participants tab in your Workspace and select Add Participant.

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Assign a unique, anonymous Participant ID. Avoid using names or PII (Personally Identifiable Information) to remain compliant with privacy standards.

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Labfront will automatically generate a unique 6-character Invite Code for that ID.

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⚠️ Important

Each participant requires their own unique Labfront account (slot), even if sharing a device. Reusing accounts can lead to data being overwritten or mixed. 

Tester accounts support up to 5 participants. To add more, upgrade to a Basic or Advanced Account. Contact support@labfront.com and we'll be happy to help.

 

2. The onboarding process

To join your study, your participants simply need to follow these three steps. We recommend providing these instructions in your recruitment email:

  • Download: Get the Labfront Companion App from the Google Play Store or iOS App Store.
  • Enter Code: Open the app and enter the unique one-time Invite Code provided by the research team.
  • Pair Device: Follow the in-app prompts to pair the wearable device.

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Note

The setup experience varies slightly depending on the device used. View our specific onboarding guides for more detail:

 

 

3. Monitoring adherence

One of Labfront’s most powerful features is the ability to remotely monitor your participants' progress. At any time, you can see whether participants are connected to your project, tasks are completed, and physiological data is being collected. This is especially critical in EMA studies, where missed surveys can create significant data gaps.

The adherence dashboard

This is your "data command center" in Labfront. You can see:

  • Sync status: When the participant last opened and synced their app.
  • Task completion: A clear view of which EMA surveys or To-Do tasks have been finished.
  • Data heatmaps: Visual representations of physiological data (HR, BBI) to ensure the wearable is being worn correctly.
Learn more about using the adherence dashboard→


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The overview page

Need a high-level summary? The Overview page shows you a 7-day snapshot of onboarding progress and overall study health. Heat maps help you easily identify trends in participant engagement.

Learn more about using the project overview page→

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Proactive interventions (notifications)

Don't wait until the end of the study to find out a participant stopped wearing their device. Use Labfront’s Notification Feature to boost adherence instantly.

  • Identify: Find a participant on your dashboard who has missed a task or hasn't synced in 24 hours.
  • Message: Click the Notification Icon next to their ID.
  • Send: Craft a custom message. Example: "Friendly reminder: Please remember to complete your evening mood diary! Your input is vital to our study."
HC_Adherence_Message 

 

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