Enforce participant invite frequency

What is the challenge?

• We need to manage how often we invite customers to research studies. Today, we can filter participants by invitation and interview activity, but we still have to manually check whether we are contacting someone too frequently.

• Different customers have different preferences. Some do not want interview invitations, while others are happy to participate a limited number of times each year. We need a way to track and respect those preferences.

What is the impact?

• Manually checking invitation history slows down recruitment and makes it easy for different researchers to contact the same people too often. This can lead to customer fatigue and hurt our relationships with participants.

• Without consistent limits and visible preferences, we cannot confidently select eligible participants or ensure our team follows the same recruitment policy.

Describe your idea.

• Let us set an account-wide invitation limit, with the option to leave invitations unlimited or specify a maximum number per year.

• Let us mark individual contacts as opted out of interviews and set a contact-specific invitation limit that overrides the account default.

• Show each participant’s invitation usage, such as “2 of 6,” in the participant lists. Let us filter by whether participants are under or at their limit, and show eligible participants by default when adding people to a study.

• Warn us before sending invitations to anyone who has opted out or reached their limit, and let us cancel or send invitations only to eligible contacts.

• Count each study once toward the limit if the contact received an invitation in the past 365 days. Resending an invitation for the same study should not count again.

• Let us sync opt-out preferences and invitation limits from Salesforce so we can use the customer information we already maintain there.