Add Users to a Group Session
This guide explains how to add participants to a group session in the Variable Center. Users must be added to a session before they can interact with your application's data collection features.
Overview
Adding users to a group session involves:
- Navigating to the User Data section
- Selecting the appropriate session
- Entering user information
- Saving the new participant record
Prerequisites
Before adding users, ensure:
- A Group Session has been created in Settings
- The session Schema is configured with the variables you want to track
- The session is either active or scheduled to start
Step-by-Step Guide
Step 1: Navigate to User Data
- Go to Dashboard → Account → Variable Center → User Data
- Select your Application from the dropdown
- Select the Group Session where you want to add users
Step 2: Click Add User
- Locate the "Add User" button above the data grid
- Click the button to open the Add User form
Step 3: Fill in Required Fields
The form displays all mandatory variables:
| Field | Description |
|---|---|
| First Name | User's first name (required) |
| Last Name | User's last name (required) |
| User's email address (required) | |
| Custom Fields | Any other mandatory variables defined in your schema |
Step 4: Fill in Optional Fields
If your session schema includes optional variables, you can:
- Enter values now
- Leave them blank to fill in later
- Let users populate them through your application
Step 5: Save
- Review the entered information
- Click Save to add the user
- The new user appears in the data grid
Adding Multiple Users
One at a Time
For small numbers of users:
- Add each user individually through the interface
- Verify data after each addition
Bulk Import Considerations
For large numbers of users:
- Prepare your data in a spreadsheet format
- Use the API for programmatic import
- Verify imported data in the User Data grid
Field Validation
When adding users, the system validates:
| Validation | Description |
|---|---|
| Required Fields | Mandatory variables must have values |
| Data Types | Values must match the variable type (text, number, etc.) |
| Enum Values | Dropdown selections must be from defined options |
If validation fails, you'll see an error message indicating which field needs correction.
Email Considerations
- Email addresses should be unique within a session
- Valid email format is required
- Email is used to identify users in the system
After Adding Users
Once users are added:
- Verify the data - Check the grid to ensure information is correct
- Configure Gate Controller - Set up access control if needed
- Share access - Provide users with the application link
- Monitor activity - Watch for data entries as users interact
Editing After Addition
If you need to modify user data after adding:
- Find the user in the data grid
- Click directly on a cell to edit inline, OR
- Click the Edit button (pencil icon) for the full edit modal
- Make your changes
- Save
Removing Users
If you added a user by mistake:
- Find the user in the data grid
- Click the Delete button (trash icon)
- Confirm the deletion
Warning: Deleting a user removes all their data from the session. This cannot be undone.
Best Practices
Double-check email addresses - Typos can prevent user access
Use consistent naming - Standardize name formats (e.g., capitalize first letters)
Add users before session starts - Have participants ready when the session opens
Verify mandatory fields - Ensure all required information is complete
Keep records - Maintain a separate list of participants for reference
Questions?
If you have any questions, please don't hesitate to contact us. Alternatively, you can submit an issue on this platform.
Useful Links:
User Data - https://help.acenji.com/#/./shared-concepts/variable-center/user-data/index Group Session - https://help.acenji.com/#/./shared-concepts/variable-center/settings/group-session/index Gate Controller - https://help.acenji.com/#/./shared-concepts/gate-controller/index