Setting Up Your UserTesting Account (EDU Program Partners)

December 06, 2023 21:49

Use these steps to set up your account and workspace at the outset of each semester or quarter. Learn about best practices and FAQs to further help you.

On this page:

About Admin Responsibilities
How to Add and Manage Students
How to Set Up Workspaces and Folders
How to Create and Manage Templates
Recommendations for Notes and Tags
How to Monitor Account Usage
- Manage Session Units for Workspaces
- Set up subscription notifications
FAQ
Resources

About Admin Responsibilities

Welcome to UserTesting! See our short video for an overview of the Platform.

As the Admin of your account, your role is to make sure that everyone in your class has everything they need to do their part, including permissions and access to Workspaces. Here are our recommended best practices:

Have at least two Admins on the account. This will ensure that your class runs smoothly in case one admin is not available.
Keep your dashboard organized with workspaces and folders. We provide more tips about workspaces and folders in the sections below.
Familiarize yourself with the Dashboard. When you log into your account, the default view will display the navigation menu on the left and the default workspace on the right. Once your class starts creating drafts and launching tests, the workspace will populate.

View a full walk-through of the Dashboard here →

How to Add and Manage Students

Here are the three types of licenses you can assign students:

Creator: This role has full test creation capabilities, such as creating test plans and saving them as templates. Creators can launch tests, and they manage everything they make. This role is for everyone who wants feedback.
Viewer: This read-only role is for people who need to view test results and share insights but don’t need to create tests. Viewers can view test plans and drafts and create clips and highlight reels, but they cannot create or edit tests or templates, nor can they launch tests or Quick Answers.
Admin: This role adds administrative privileges to the Creator and Viewer roles; it is not a standalone role. The Account Admin role includes access to an online dashboard where they can add and remove users to the account, assign roles, create workspaces, and set feature and workspace permissions for users. Other permissions include monitoring Session Unit usage and test launch privileges, such as upgrading the edition. Only Account Admins can remove users.

To add students to the account, follow these steps:

From the Dashboard, select your initials in the upper right corner. Choose Settings from the dropdown menu.
Navigate to the People tab.
Select the Add new members button.
Add your students’ emails in the provided field. Separate email addresses by pressing Enter. We recommend pasting multiple student emails from a CSV or spreadsheet. Select Next when you’re done.
Assign roles to each student. You can assign admin rights (optional), viewer or creator role, and Approval flow settings (doesn’t need reviewer, needs review, reviewer). To learn more about how Approval flow works, read our article here.
When you’re done, select the Send email button.
You’re finished! Students will automatically be added to your account.

To edit students on the account, follow these steps:

Navigate to Settings, then the People tab.
Select the “...” icon next to the student name. Choose View profile.
From the modal, you can edit the account role type, including adding or removing admin rights.
You can edit workspace permissions, including adding the student to a workspace (steps to create a workspace are in a later section).
You can view when the student last logged in and how many tests they have created.

To remove students from the account, follow these steps.

Navigate to Settings, then the People tab.
Select the “...” icon next to the student name. Choose Remove from account.
Select Remove member to confirm the action.
Repeat steps to remove additional students.

How to Set Up Workspaces and Folders

Workspaces provide control and access for:

Multiple classes: Organize each class into a workspace to keep students organized.
Templates: Access to tests and audience templates.
Privacy: Control access to sensitive information.
Organization: Support governance to ensure ease of access.

To create a workspace, follow these steps:

Note: All of your students will have access to the default General Workspace. We recommend creating a new workspace at the beginning of every new semester/quarter or new class. Then, invite students to their respective workspaces.

Select the workspace switcher in the navigation menu on the left.
Choose Create workspace at the bottom of the dropdown menu.
Give your workspace a name.
💡Tip: Consider naming the workspace after the class section and semester/year. For example, UX Principles-Section 02 Spring 2024.
Choose the workspace privacy: Open, private, or hidden. To learn more about workspace privacy and security, see our article here.
Repeat to add as many workspaces as you need.

To invite students to a workspace, follow these steps:

Select the workspace switcher in the navigation menu on the left.
Choose Manage workspaces at the bottom of the dropdown menu.
Select the “...” menu next to the workspace. Choose Add team members in the dropdown menu.
Type the name or email of the student in the provided field. You can include more than one name/email at a time.
Choose the workspace permissions (collaboration-only or all permissions) and Approval flow settings (doesn’t need review, reviewer, needs review) for each student. Read more about workspace permissions in our article here. For Approval flow settings, read here.
When you’re done, select the Add members button.
Repeat to add students to other workspaces.

To create folders within a workspace, follow these steps:

💡Tip: Use folders to organize student projects and assignments in each class.

Select the workspace where you want to create the folders.
Select the “+” button next to Folders in the left-hand navigation menu.
Give your folder a name and a description (optional).
💡Tip: The folder description might include a brief summary of the project and timeline.
Navigate to different folders from the navigation menu.

How to Create and Manage Templates

Templates are a great way to get students started using best practices or other criteria you want them to follow for the course. There are several different types of templates you can create to keep your students on track.

Saved Test Plans: Create and save tasks and questions in a test plan that other users on the account can access. Read our article to learn how to save a test plan.
Saved Audiences: Create and save audience criteria that other users on the account can reuse for their own tests. Read our article to learn how to save an audience.
Saved Screener Questions: Create and save screener questions that other users on the account can reuse in their audience recruitment. Read our article to learn how to save a screener question.
UserTesting Test Templates: The Template gallery has over 100 test templates created by our UserTesting research experts. Filter by methodology, phase, asset, and role. Read our article on how to use templates.

Recommendations for Notes and Tags

When your students are ready to review the video feedback from their tests, we recommend establishing a system of notes and tags so that everyone can quickly search for and understand important takeaways.

Read our article for examples and best practices for notes and clips →

How to Monitor Account Usage

On your account, UserTesting tracks the amount of testing capacity used on the Platform through a metric called the Session Unit (SU).
Different types of tests, sessions, and recruitment methods consume a certain amount of SUs. You can calculate how many SUs your test will consume in our Session Rate Card.
You can check your account usage, as well as usage by student and workspace, on the Usage and History Dashboard tab in your account settings
You may decide you want to limit the number of Session Units a workspace can consume, as well as set up notifications for usage.

To manage Session Units for workspaces, follow these steps:

Navigate to Settings, then the Subscription tab.
Scroll down until you find Workspace Session Unit (SU) limits.
Select the Set Limit button to establish the SU limit for a specific workspace.
Choose the workspace from the drop-down menu, then enter the SU limit for that workspace.
The dialog box will update to show how many SUs the workspace has already used. To learn more about managing SUs by workspace, read our article here.

To set up subscription notifications, follow these steps:

Admins can opt in to email notifications for their subscription whenever a team member or any single test exceeds the set SUs for the month.

Navigate to Settings, then the Subscription tab.
Scroll down to the section titled Subscription Notifications.
From here, you can opt-in to email notifications for when a student exceeds a certain number of SUs per month, and/or when any single test exceeds a certain number of SUs. To learn more about subscription notifications, read our article here.

FAQ

Q: How much will it cost if I need extra help with tests and training on the platform

A: Our Professional Services Team will be able to assist at a rate of $300/hour.

Q: If my students need help troubleshooting issues, will they be able to reach out to Support?

A: Yes, they can reach out to Support through our Help Center by clicking on the question mark (?) in the top right of the dashboard.

Q: Is there a limit on the number of students I can invite to the account?

A: You must limit your class size to 40 students per course/application. For professors who want uncapped enrollment with guaranteed access to the UserTesting Platform for the classroom, this will require the purchase of a flexible pricing plan. If you are interested in the discounted edU plan, please email Paige Musto pmusto@usertesting.com who can provide you with more information about the offer.

Resources

For further assistance, please refer to our UserTesting University resources below.

UserTesting Quick Start Guide: Help your students get quickly acquainted with how to recruit an audience, set up a test, and review results.
Instructor/Admin Resources
Student/Team Member Resources