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Quick Qualtrics tricks #2 : Signup formsIt’s very easy to setup Qualtrics as a signup form, and I’ve found this to be a far more efficient method than many of the other participant signup systems out there.

I often use Qualtrics when asking participants to sign up for experiment sessions and it works terrific. The secret ingredient for signup forms with Qualtrics is an advanced little feature called Quotas (watch the video on the Qualtrics University for a full explanation).


As an example from today, I setup a signup form with 4 session for the participants to choose from. Due to computer lab constraints each session is limited to 40 participants and I only needed 100 participants altogether.


So I setup the following simple question on Qualtrics:

Sessions - Quick Qualtrics tricks #2 : Signup forms

You’ll notice the little arrows next to those options indicating a “Skip logic” meaning that the option is tied to a predefined quota which will cause the option to no longer show up once quota is met.

So, these correspond to the following quotas :

Quotas - Quick Qualtrics tricks #2 : Signup forms

4 quotas to match the 40 participants limit for every option and one global quota to close the questionnaire once the 100 participants quota has been met. You’ll notice a few have began signing up so the quota page will also show you how much of the quota has been filled and you can manually set or reset those quotas. You could also set yourself some email triggers, if you’d like. Haven’t tried it, but I’m guessing it’s also possible to show the quotas through Piped Text.


Hope you’ve learned something. Use Qualtrics? Let me know of your little tricks.

3 Responses to “Quick Qualtrics Tricks #2 : Signup forms”

  1. SuzanneSez

    I know this was posted a while back, but I was wondering if you’d encountered situations where it still allows a respondent to select a session after the quota has been met?

    The survey I’m building does, and I’m unsure how to fix it. In addition, I would like to funnel the respondent back to the selection question with a page that states “We are sorry, this session is at capacity. Please select another time.”

    Any help you or your readers can provide is appreciated!

    • Fili

      @SuzanneSez:disqus – if you’ve defined the skip logic correctly, the option should not even appear (as it will be “skipped”).

      Qualtrics has decent support and they usually respond within a day or two so if something isn’t working the way it should they’ll definitely be able to help.

      • SuzanneSez

        Thanks, Fili.

        I must have my skip logic set up improperly, it isn’t closing out when I hit the quota. Contacted Qualtrics yesterday, then started searching today, so it’s good to know I’ll hear from them soon.

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