How to use Interview Rooms

Overview

The Interview Rooms feature from VoxPopMe allows users to set up and moderate interviews or focus groups seamlessly. This feature offers a place for you to conduct all your interviews from within the VoxPopMe platform. Customers can manage their interview sessions, interact with participants, and collaborate with observers.

The guide below outlines how to use the Interview Rooms feature, ensuring you can maximize its capabilities for your interviews and focus groups.

Setting Up an Interview Room

You can set up one interview room that can be used for multiple interviews on the same study, just follow these simple steps to get started.

1. Click on the start from template option from your Voxpopme account dashboard.

2. From there click on Create an Interview room, which you will find in your popular templates

3. Then enter your Interview room name - the room name will be visible to participants during your interview, so use something you are happy for them to see.

4. Enter in the objective of the Interview and duration (optional) and click next.

5. Thats it, you’ve now got the Moderator, Participant and Observer links that you can use for your Interviews.

Scheduling your interviews

If you have your own participants you can use your current scheduling method with our Interview rooms, you just need to remember to send the right links to the right parties. Moderator, Participants and Observers.

If you’d like to use the Voxpopme panel from within HubUX, simply set up the project as you normally do and add the Participant link in when it asks for a link. The Moderator and Observer links will need to be sent out via email separately.

Starting your interview room

Moderators

1. On the first step you’ll be asked to enter your name and email address

2. From there you will be taken to a survey set up where you can check your speakers, microphone, internet and camera connections.

Open Screenshot 2024-06-12 at 11.15.45.png

3. Your session will be automatically set to record when the first participant joins, you can turn that off via the checkbox on this screen

4. Background noise reduction will be automatically set so you can turn that off, if required.

5. You’ll then be taken in to the interview room, on the right hand side you’ll see the session details.

6. From there you will be able to see any participants that are currently sat in the waiting room, you can choose to admit them to the session, individually, admit all or reject participants individually.

7. You will also be able to see a list of the participants or observers that are in the call.

Participants

1. Participants will first be asked to enter their name and email address.

2. They’ll then be taken to the survey set up screen where they can check their speakers, microphone, internet and camera connections.

3. They’ll then be placed in to an online waiting room, until a moderator chooses to let them in

Observers:

1. Observers will first be asked to enter their name.

2. They’ll then be taken straight in to the room to wait for moderators or participants to join. Participants will not be able to see or hear the observers.

   • They can communicate with the moderator through the chat function to suggest additional questions.

During the Interview

Moderator Controls:

1. Moderators can mute/unmute themselves and turn their camera off and on. They can also change their microphone or camera settings via the 3 dot menu at the bottom of the screen.

2. They also have some control over participants settings, they can mute participants, turn their camera off or eject them from the call. They cannot however unmute or turn someones camera on for them.

Open Screenshot 2024-06-12 at 11.21.20.png

3. Moderators can also choose to stop and start recordings of the sessions at any point, whether the recording is on or off will be indicated in the top right of the interview room.

4. Moderators can also utilize the chat function to communicate with participants or observers, by selecting the chat option at the bottom of the screen and then choosing the group you want to chat to.

5. They are also able to share their screen by selecting the upwards arrow option and selecting the screen they wish to share.

6. Finally if the last moderator in the room chooses to leave the interview, all other participants and observers will be removed too.

Participant Interactions:

1. Participants will be able to see and interact with moderators via the main screen with visuals and voice, they can also choose to send a chat to the moderator, but this will be seen by other participants and observers.

2. Participants can mute/unmute themselves and turn their camera off and on.

3. They can also choose to share their screen by selecting the upwards arrow and selecting the screen they wish to share.

4. Participants can leave the call at anytime.

Observer controls

1. Observers are only able to watch and listen to the participants and the moderators speak, they are not able to visually or audibly contribute to the interview.

2. Their only way of communicating with the moderator is via the chat function, all moderators and observers will be able to see the contents of the chat.

FAQs

Question	Answer
How do I invite participants to the interview room?	Generate and send unique links to participants, moderators, and observers from the Interview Room setup page.
Can participants see or hear observers?	No, participants cannot see or hear observers. Observers can only communicate with the moderator via the Chat function.
How do participants enter the interview room?	Participants enter a waiting room first and are admitted by the moderator into the interview room.
Can I record the interview session?	Yes, your interview will be set up to automatically record as soon as a participant enters, you can disable that setting as part of the room setup.
How can I reduce background noise during the interview?	Background noise reduction will be automatically selected for you as you enter your room, you can turn this setting off during room set up or in the settings section via the 3 dot menu.
How do I share my screen during the interview?	You can share your screen using the screen sharing button on the bottom of your screen, shown as an upward arrow. This will allow you to choose the screen you want to share. Only one person can share their screen at one time. Open Screenshot 2024-06-12 at 11.22.27.png
Can I change my camera or microphone settings?	Yes, you can adjust your camera and microphone settings in the room setup and during the interview via the settings page in the 3 dot menu.
Where will the recordings go from my interview?	All recordings will go in to the project that you created to set up the interview room links within Voxpopme. You will find them in there a few minutes after the recording has finished and they will be transcribed and analysed in line with all our videos on Voxpopme.
What if the participant can't hear me?	They can either visit and check their room controls by visiting the 3 dot menu, or if they are on an older android device, they may need to adjust their media volume controls in the sound controls menu on their device.