ORSEE3

To register a session click on the Create new link in the sessions part of your experiment's main page. You see a new form containing the following fields:

Date, Time and Laboratory: Fill in the date and time of your session, and select the laboratory in which it will take place.

Duration of experiment: Select the duration of the session in hours and minutes. The session duration is used when advertising the session to subjects, but also for a check whether the session clashes with any other session or event in the same laboratory at the same time. If a clash is found, a warning message will be displayed.

Session reminder: Select when (in terms of number of hours before the session starts) a reminder e-mail should be sent to enroled participants. Usually you would choose here a time later than the time stated in the field Registration end.

Send session reminder email …: Select the rule which should be applied at the time the session reminder is supposed to be sent to determine whether it should be sent indeed. You have three options:

• when as many part. registered as needed plus reserve, else manually: The session reminder email will only be sent if your session is completely full, that is when the number of enrolled subjects equals the number of needed subjects plus the number of reserve participants. Otherwise, a warning email will be sent to the experimenters that the session reminder email has not been sent, yet, and you can send the session reminder manually from the session's participant list (see section Monitoring the enrolment process).
• when as many participants registered as needed, else manually: Similar as the option above, only that ORSEE will ignore the number of reserve participants. If the number of enrolled subjects equals or exceeds the number of needed subjects, the session reminder will be sent; otherwise the same as above applies.
• in any case, don't ask: The session reminder email will be sent irrespective of the number of subjects enrolled in the session.

The default rule for this field can be set in Options/Default values section.

Needed participants: State the exact number of subjects that you need to carry out the experiment session.

Reserve participants: To handle the case of no-shows, you may allow more subjects to enroll in the session than you actually need.

Registration end: Select when (in terms if hours before the start of the session) the enrollment period for this session will end. After the time, subjects will no longer be able to enroll for the session. You can extend this deadline at a later stage, if needed.

Internal notes: This field allows you to add a note about your session, for example the treatment conducted in this session. These notes will be included in the ORSEE recruitment report.

Public session note: This field will only appear if the respective feature is enabled in Options/General settings. The text entered here will appear on the participant's enrolment page, just below the session date and time. This way you can add additional instructions that apply to this specific session.

Related budgets and Possible payment types: If the payment tracking module is enabled in Options/General settings and at the experiment level there is more than one budget or more than one payment type defined, then you can add the budgets to which payments will be charged ((see also Budgets) and the payment types allowed for this session (see also Payment types). If you choose only one payment type, it will be assumed that all payments in this session will be of this type. Similarly, if you choose only one budget here, then it will be assumed that all payments of the session will be charged to that budget.

Session status: The session status can be one of the following four options:

• planned: This will put the session into the calendar, but it will not be visible to subjects and will not be included in invitation emails, such that no enrolment is possible.
• live: A session will be included in invitation emails, and subjects are able to enrol.
• completed: After you have filled in show-up and participation data for a session, setting the session to this status will result in the session to be considered as completed, and the participation data wil be taken over into the reputation system. Also, if the respective automated checks are enabled, no-show subjects will receive their warnings and may be excluded.
• balanced: This status will be available only when the payoff tracking module is enabled. In addition to the consequences described under completed, a status balanced will also result in the payment data to be considered in budget reports.

By clicking on the Add button the session details will be saved. If there is a overlap with another session in this laboratory or another laboratory booking, a warning message will be shown. Once the session is created, a button named Copy as new session will appear. Clicking this button will create a new session (with a new ID), and with all settings of the current session preselected.

Your session will now be listed in the session part of the experiment's main page. The Edit link allows you to change the settings described above. Below the sessions' date and time you see the words Signed-up subjects and three numbers in the format X (Y,Z). The first number X shows the number of subjects enrolled for the session. In the parentheses, the first number Y is the required number of participants for the experiment itself, and the second number Z is the required number of reserve participants.

If you click on the words Signed-up Subjects, a list of the enrolled subjects for this session will be shown.

On the experiment overview page your experiment is now listed in the section Experiments with scheduled sessions.