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How To: Subscription Administrators

  • Overview
  • Getting Started
  • Describing Gorilla
  • Add Users - via Email
  • Add Users - via Enrolment Codes
  • Setting Token Thresholds
  • Requesting Tokens
  • Responding to Token Requests
  • Reclaiming Tokens from Members
  • Managing Memberships
  • Removing Users from the Subscription
  • Subscribers Criteria
  • Student Project Governance
  • Addons
  • Renewals
  • Usage Reports
  • Teaching Tools

How does a Gorilla Subscription work?


Creating a Gorilla account is always completely free. We charge per-participant, which means you don’t need to pay until you’re confident that Gorilla works for you. It also makes it cheap to run small studies and student projects.

Our subscriptions essentially work by creating a big shared pool of tokens. Subscription users will still have their own, individual accounts that exist independently of the subscription, they'll just be able to access tokens (the paid part) through the subscription. Subscription Administrators control who has access to the subscription and (on department subscriptions) how many tokens each user can take from it.


What is my Role?

As Subscription Administrator, your role is to control who in your team, lab or department has access to your subscription.

This includes:

  • Adding single users
  • Adding new groups of users (this might be whole labs of researchers or whole cohorts of students)
  • Monitoring usage statistics

If you have a department subscription, your role will also involve responding to Token Requests.


Watch the video guide below to learn how to use our subscription tools!

Length (mins): 4:49

Getting Started


You can access the subscription management tools by logging in to Gorilla, clicking on the top right menu and selecting My Subscription, as shown below:

subscription-main-menu-my-subscription

Alternatively, you can click on Settings and select My Subscription from there, as shown below:

subscription-settings-my-subscription

For any queries relating to your subscription, we have a dedicated support channel available for subscription administrators - just email subscriptions@gorilla.sc.


How do I Describe Gorilla?


We've taken the liberty of drafting an email that will help your department understand what Gorilla is, and how it can be useful to them, as quickly as possible.

Subject:

New Department Subscription to Gorilla Online Experiment Builder

Body Text:

The department has purchased a subscription to the Gorilla Online Experiment Builder (www.gorilla.sc). If you create tasks or experiments for use on computers or tablets, this tool may be useful for you!

Gorilla is a tool for building and hosting behavioural experiments or tasks for use on computers, tablets or phones without needing to code. It collects reaction time data by default, so it can be used for behavioural research. Once your task is created, you can deploy it online for participants to take part remotely, or you can test people in the lab.

Because Gorilla is online it is easy to:

  • Build online tasks, questionnaires and experiments quickly and easily without coding
  • Reach large and diverse (or specialist) samples online
  • Collect data quickly by using affiliated participant recruitment services

Curious to know more? Find out at the links below:


Inviting to subscription via email


You can invite users by going to the Members section and clicking Invite to subscription:

subscription-members-invite-button

If you are on a department subscription, you will have the option to invite multiple users in bulk by uploading a CSV file. The spreadsheet should contain a column headed 'Email' where you type academic email addresses of people you want to add to the subscription. If the user already has a Gorilla account, they will be added to your subscription. If they don't yet have a Gorilla account, they will be sent an email inviting them to sign up. When they do, they will automatically be added to your subscription.

There are also two optional columns.

Adding a column headed 'Tags' will allow you to add descriptive tags to subscription members. These tags have no function within Gorilla, but will allow you to keep track of e.g. which of your subscription members are undergraduates.

Adding a column headed 'Expires' will allow you to set an expiry date for a user's subscription membership. The date should be in DDMMYYYY format. This feature is designed to allow you to have a graduating class of students automatically removed from your subscription.


The video below demonstrates how you can add members to your subscription via email:

Subscription Tools

Note: If you are adding subscription members in bulk by uploading a .csv file, please spell the column headings in title case, i.e. 'Email' and 'Tags'.


Inviting to subscription via enrolment codes


An alternative way to allow people to join a subscription is by using an enrolment code. This is a code that you can specify that allows people to join your subscription without you needing to invite them.

To set an enrolment code, go to the Enrolment code section and enter a code of your choice:

subscription-set-enrolment-code

You can then distribute this enrolment code to your organisation.

Note: There is one, same enrolment code for the entire institution.

Note: Enrolment codes should not include the \ symbol.

When people sign up to Gorilla, they will have the option to enter an enrolment code to automatically join your subscription:

subscription-join-signup

If they already have a Gorilla account, they can go to their My Account section and enter the enrolment code there:

subscription-join-my-account

Setting Token Thresholds


Users on a subscription can request tokens from the subscription to use in their experiments. If users are on a Lab or Team subscription, token requests are granted automatically. If you are the Subscription Administrator on a Department subscription, you can apply some controls to how tokens are approved in the Rules section:

subscription-rules

By default, all token requests will be approved automatically.

To limit the total number of tokens that an individual user can claim from the subscription, set Max tokens per user to the desired limit. This will prevent any user claiming more than this number of tokens.

To allow each subscription member to claim a certain number of tokens automatically, but require approval for any more, set Auto-approve Threshold to the desired limit.


Example scenarios

  1. You have a department with 200 students, and you want them all to be able to use 100 tokens. You don't want to have to grant each one individually.

Set Max tokens per user to 100 and leave Auto-approve threshold blank

  1. You have a department with 50 researchers, and you want them all to be able to use up to 200 tokens automatically, but require approval for any tokens above that.

Set Auto-approve threshold to 200, and leave Max tokens per user blank



How do Users Request Tokens?


If your department is on a metered subscription, users will need to request tokens. See the 'How do I request tokens?' section of our Subscriptions FAQ for a user guide to requesting tokens from a subscription.

When requesting tokens, the user will be shown the following form to fill in:

Request tokens popup showing Tokens, Reference, and Comments fields

The reference and comments sections are optional, and to help you with your processes and reporting. The Reference field is designed for project references, grant codes, or any other code which you might want to use for your reporting. The Comments field is a free text box that allows your subscription members to explain in more detail about what they need the tokens for. Both of these fields will be visible to you when you approve or deny the token request, and when you view a record of the completed request - see the next section for more on responding to requests and viewing completed requests.

Note: Users can also return tokens they already have on their account to the subscription by completing the form exactly as above, but entering a negative number, e.g. -100 . This only applies to tokens that are not assigned to an experiment: if tokens are already assigned to an experiment they will first need to be unassigned, which the project owner can do by reducing the experiment's recruitment target.


Responding to Token Requests


When a subscription member submits a Token Request that requires approval, you will be sent an email notification.

Note: token request approvals are only available for department subscriptions. If you are a lab subscription manager, token requests will be automatically approved, but you will be able to view a record of all token requests (see the bottom of this page for details).

To approve or deny the request, go to the Requests section on your subscription management page:

subscription-request-tokens-review

Click on the Token Request to review it, and choose either Approve or Deny:

subscription-request-tokens-approve

If you choose to approve the request, the tokens will be transferred from the subscription to that user's account. You can see a log of all approved requests by click the 'Show Completed Requests' checkbox.

If you click the red Complete button by a request, you will be able to see the reference if the requesting user added one. You can also click on a user's name for a summary of their total token usage.

completed token requests

Reclaiming Tokens from Members


Tokens taken from your subscription by users have 3 possible states:

Consumed tokens have been used to collect data and so cannot be reclaimed.

Assigned tokens are assigned to an experiment but have not yet been used up to collect data. In order for these tokens to be reclaimed to your subscription, the user would need to first unassign the tokens from their experiment. They can do this by reducing their experiment's recruitment target. Only the project owner is able to unassign tokens from an experiment - this is a safeguard in place to protect tokens and prevent disruption to ongoing experiments.

On Account tokens are assigned to a user's account but not to a particular experiment. These tokens can be reclaimed to the subscription by a subscription manager.


There are two ways to reclaim On Account tokens: from one individual member, or from every subscription member at once.

To reclaim On Account tokens from one member, go to the Members tab of your subscription management tools and click on the name of the member you want to reclaim tokens from. You'll then see a blue Reclaim Tokens button, shown in the image below. If you click this you'll be shown a pop-up message telling you how many On Account tokens that user has available to reclaim. You can enter the number of those tokens that you would like to reclaim.

Screenshot of Reclaim Tokens button, accessed by clicking the name of a member on the Members tab of your subscription management tools

If you'd like to reclaim all On Account tokens to your subscription, you'll need to go to the Requests tab of your subscription. In the top right corner, you'll see a blue Reclaim All Tokens button. Clicking this will tell you how many tokens are available to be reclaimed, and clicking Confirm will reclaim all of those tokens to your subscription.

Requests tab of subscription, with Reclaim All Tokens button at top right circled Reclaim All Tokens popup, showing text 'Reclaim a token of 25 tokens from all your members' and a Confirm button below

Managing Memberships


On the Members section, you can see a list of all the users currently on your subscription:

subscription-members

Clicking on a member's name opens a popup window where you can see their usage, set their roles, and remove them from the subscription:

subscription-member

Roles

There are two special roles that you can give to members of your subscription:

1. Managers

The Manager role allows the member to view the subscription management pages and make changes to the subscription (if you're reading this, you probably already have this role). If you are on a Lab or Team account, then the user who created the subscription is the Manager and everyone else is a regular member.

2. Technicians

On Department subscriptions, there is an option in the Rules section that allows Technicians read access to any project belonging to a member of the subscription:

subscription-technician-rule

If you have this rule set, then you can add the Technician role to members who should have this access. If this rule isn't set, then the Technician role has no effect. This is useful if you wish to help your subscription members with their tasks or experiments. To access a subscription member's project, they will need to send over the URL of their task. Normally, even if you had the URL for a task you would not be able to access it unless you were the project owner or a collaborator. The Technician role grants read access only; if the Technician needs to make changes to the member's project, the member will need to add the Technician to the project as a collaborator.

Note: By default, Managers do not have the Technician role. If you wish to both administer the subscription and help your members, give yourself both roles. If you wish to have e.g. a PhD student help out your undergraduates, but not allow them access to the subscription controls, give them the Technician role only.


How do I Remove Users from the Subscription?


To remove someone from your subscription, go to the Members section, click on their name, and choose Remove from subscription. Their membership will be deactivated, and they will no longer be able to request tokens from the subscription. They will keep any tokens from the subscription that are already on their account.

subscription-member

Their name will appear on the list of memberships with grey shading to indicate that they have been removed. When your subscription renews, their membership record will be removed altogether.

Note: You can automatically remove users in bulk once they are no longer eligible to access the subscription by including an expiry date when you initially upload their details. See the Add Users - via Email section for more details.


Who is Allowed on the Subscription?


This will vary depending on the terms of your subscription. Commonly, this could be:

  • Anyone employed in your department
  • Any student your department teaches
  • Anyone employed in your lab

If you’re on a department subscription, only members of your department should be on your subscription. If you’d like a multidepartment or institutional subscription, get in touch with us for pricing.

If you are not sure who should be on your subscription, contact the subscriptions team.

Student Project Governance


Some universities want to prevent students from launching studies without having sign-off from ethics or their supervisor. Here are two ways of managing that workflow in Gorilla.

Option 1: Require Token Request Approval

  • On the Rules tab of your subscription management tools, set the Auto-approve Threshold for tokens to -1. This will mean you have to approve every token request.
  • Consequently, students will be unable to launch studies until you have approved their token request.
  • When a student requests tokens, get confirmation from their supervisor that the study is ready for launch.

Option 2: Supervisor as Project Owner

  • Only the project owner can change the recruitment policy.
  • Have the supervisor set up the project folder. They will then be responsible for launching the project. The student can be added as collaborator and edit it.

Addons


If you find that, over the course of the year, you require more tokens or seats, you can purchase them from the Shop:

subscription-shop

Choose Add Package to choose an addon package. When you are ready to purchase, click Buy Now to pay by credit card and activate your new packages immediately.

If you are on a Lab or Department Subscription, you can also choose to pay by invoice. When you are ready, choose Pay By Invoice in the Shop, and our subscriptions team will get in touch with you to organise the paperwork. Your new addons will be activated as soon as payment is made.

If you have any questions or would rather add more tokens or seats manually, email us at subscriptions@gorilla.sc.


Renewals


Renewing your subscription

When you are ready to renew your subscription, go to the Shop section and choose Create Renewal:

subscription-shop-renew

You can then choose your base package and any addons you want, and then click Buy Now to pay by credit card and activate your renewal immediately.

If you are on a Lab or Department Subscription, you can also choose to pay by invoice. When you are ready, choose Pay By Invoice in the Shop, and our subscriptions team will get in touch with you to organise the paperwork. Your renewal will be activated as soon as payment is made.

If you have any questions or would rather renew your Subscription manually, email us at subscriptions@gorilla.sc.


Rollovers

Your base package contains an allowance of tokens that you can use throughout the year. When you renew your subscription, this allowance will return to its original limit.

If you need to purchase any top-up tokens during the year, and you have any left at the end of the year, you can roll them over once to the following year's subscription. This will happen automatically at renewal time.

Any rolled over tokens will be used first on the following year's subscription, before the allowance is consumed.


Moving your subscription from unlimited to metered

When you move your subscription from unlimited to metered any live experiments will automatically have their recruitment target set to exactly the number of complete and live participants. Any participants who have started a study already will not be affected. However, new participants won't be able to enter studies until the researcher has requested tokens and changed the recruitment target. This is because currently on unlimited subscriptions, tokens don't 'exist' until the point where a participant enters an experiment and takes a token.


Usage Reports


The Overview tab of your subscription will give you summary statistics for your subscription, including the duration of your subscription period, how many tokens you've used in total, and how many seats you've used.

subscription overview stats

Claimed tokens are assigned to a user's account but not to a particular experiment, Assigned tokens are assigned to an experiment but have not yet been used up to collect data, and Consumed tokens have been used to collect data.


For more detailed reporting, you should go to the Reports tab of your subscription management tools. This section allows you to generate usage reports for your subscription. You can choose either a spreadsheet, which contains detailed usage data for each member, or a PDF summary containing useful totals. You may need to click the Regenerate button (found in the Download Spreadsheet or Download Report modal pop-ups) to make sure your data is up to date.

A section of the PDF summary is shown in the image below:

subscription usage pdf

Teaching Tools


See the video below for an overview of Gorilla's Teaching Tools.

If you administer a department subscription, email subscriptions@gorilla.sc to manage your members' access to the Teaching Tools.

Teaching Tools - Length (mins): 6:24