Participant Lists

On this page:

• What are Participant Lists?
• Create a Participant List
• Add a participant to a list
• Edit a Participant List
• Add a Participant List to a test
• FAQ

What are Participant Lists?

• Participant Lists are groups of pre-selected research participants that you create and save for future use.
• You can create lists based on participant characteristics, demographics, behaviors, or any grouping that makes sense for your research needs.
• Instead of searching for the same participants every time you run a new study, you simply select your pre-built list and proceed with recruiting.
• Lists exist at the workspace level, making it easy for team members to access and reuse them across projects.

How Participant Lists work

• You create a new list and give it a descriptive name (for example, "Enterprise Customers" or "Mobile App Users").
• You add participants to the list by accessing the participant profile on the Results page. 
• When you create a new study, you can select a Participant List as a starting point for your recruitment.
• Participants in a list remain stored in your list even after they complete a study, so you can use them repeatedly.

Create a Participant List

The Participant Hub is the primary place where you can create a Participant List. You can also create lists when you add a participant to a list from the Results page or videoplayer. 

To create a Participant List from the Participant Hub, follow these steps:

1. Select Participant Hub from the navigation bar.
   
2. Click + Create list.
   
3. Give your list a unique internal name and optional description to make it easier for others on your team to know its purpose. Click Create list to save.
   
    
4. Your list will appear in the Participant hub and will be accessible when anyone on your account creates a test.
   

Add a participant to a list

1. From the Results page of your test, click on the participant you want to add. Select Add to list from their profile.
   
2. You will have the option to add the participant to an existing list, or create a new one. You can add them to more than one list if desired. Click Confirm to save.
   
3. The participant profile will show a heart to indicate how many lists they are in.
   

Add a Participant List to a test

1. Navigate to the Audience page of your test.
2. Select New audience, then Previous participants.
3. Choose Select a list, then the Select list button.
   
4. Choose the list you want. 
   Note: If a list does not have any participants, it cannot be selected. You cannot use the same list for a different audience group in the same test.
   
5. Choose the number of participants to invite. Note that you cannot exceed the number of participants available in your chosen list.

Edit a Participant List

• The Participant Hub is your central workspace for managing Participant Lists and organizing participants you want to remember and reuse.
• From the Participant Hub, you can see:
  • How many participants are in the list
  • When it last modified
  • Who created the list
  • How many tests the participated completed
  • When they last participated
  • Who added them to the list
  • Remove participants from the list
• The hub is workspace-scoped, meaning all team members who have access to your workspace can access, edit, and use the lists you create.

To edit a Participant List details, follow these steps:

1. Select the edit button (pencil icon) on the list you want to edit.
   
2. Make any changes to the name or description. Click Save changes.

To remove a participant from a List, follow these steps:

1. Click on the Participant List to view all participants in that list.
2. Select the delete button (trash icon) to remove them.
   

FAQ

How do Participant Lists differ from Previous Participants or Specified Participants?

• Previous Participants is a feature that lets you target people you've worked with before in two ways: by list or by username. It includes Participant Lists and Specified Participants.
• Participant Lists allow you to re-engage groups of previously saved participants. 
  • Participants see an invitation highlighted on their test feed. 
  • They're encouraged to apply, but must meet your qualification rules.
  • Quotas can fill before all participants from the list complete their participation.
• Specified Participants allow you to recruit participants by username.
  • You explicitly select participants by username. 
  • Username validation happens before test launch. 
  • Participants bypass standard recruitment matching. 
  • They're guaranteed the opportunity to participate.
• In short: Participant Lists help you reconnect with people you may want to work with again. Specified Participants let you recruit specific people you definitely want to work with.

How does Participant Lists differ from Favorites in Classic?

• Participant Lists offers a more organized, structured approach to managing participant groups compared to Favorites in UserTesting Classic.
• Lists are stored at the workspace level, making them easier for teams to discover and reuse across projects.
• Participant Lists provide visibility into which studies have used each list, giving you better tracking and audit capabilities.

• Lists are designed from the ground up to support team collaboration and participant reuse workflows.

   

Which test types support Participant Lists?

Participant Lists are currently supported for Moderated and Unmoderated test types

Can any participant be added to a list?

There may be some situations in which a participant cannot be added to a list or re-invited to other tests. A message will appear if you cannot re-recruit a participant.

Can participants belong to multiple lists?

• Yes. A single participant can be added to multiple lists at the same time.
• This allows you to organize the same participants across different criteria (for example, a participant could be in both "Enterprise Users" and "USA-Based" lists).
• Removing a participant from one list does not affect their membership in other lists.

Are there limits on the number of lists or participants per list?

• There are no hard limits on the number of Participant Lists you can create in your workspace.
• There are no limits on the number of participants you can add to a single list.

Can lists be shared across team members?

• Yes. Participant Lists exist at the workspace level and are accessible to all workspace members.
• Any team member with workspace access can view, edit, and use existing Participant Lists.
• Team members can create their own lists or contribute to lists created by others. This makes Participant Lists a great collaborative tool for research operations and cross-functional research teams.

How is participant privacy managed?

• Participant data in lists is subject to the same privacy protections and compliance standards as all UserTesting data.
• Participants have the right to request removal from Participant Lists at any time.
• If a participant opts out of research, they are removed from your participant database and all associated lists.
• Your workspace admins can manage access controls and permissions for team members who manage lists.
• Lists do not contain sensitive personal data beyond what's already captured in your standard participant profiles.
   

Note: Participant Lists is a foundational participant management feature designed to help you organize and reuse participants across your studies. If you need advanced panel management, screening automation, or participant analytics beyond what Participant Lists offers, please discuss your needs with your Customer Success team.
 

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