If you are accessing your survey for the first time, log in here: admin.intake24.org and follow the on-screen instructions to set your new password. You will not need to repeat this step.

Once in the Intake24 admin tool, click on Surveys in sidebar. Next to your survey, click on the detail icon.

To get started with using Intake24, read and follow all the instructions in the sections below.

Detail

This tab summarises the set-up of your study, updates can be made in the edit tab. All fields are explained in the next section.

Edit

This tab is used to create your study in Intake24. The study set-up form sent to Cambridge is used to populate this tab.

There are a number of fields, listed below, which you are unable to edit. However, apart from Survey ID all fields can be modified by Cambridge if needed.

Survey ID

Short string-based field which is included in the survey URL / authentication URLs
Once set, this can't be edited

Locale

The food data that will be used for the survey
This can be amended but will require further discussion

Survey scheme

Recall questions forming the recall flow
This is set to pre-defined / default questions, additional questions can be added, please discuss

Feedback scheme

Can be enabled / disabled
If dietary feedback is switched on, feedback scheme needs to be set
As above, this is set to a default scheme but this can be customised
More information can be found in docs - feedback scheme

The remaining fields, listed below, can be edited freely by you/your study team:

Survey name

Name of survey appearing on recall

Start date

Start date of your survey

End date

End date of your survey

Support email

Designated mailbox for your survey help requests

State

Not started – survey has not started, respondents will not be able to complete recalls.
Active – survey is LIVE, respondents are able to complete recalls
Suspended – survey is paused, respondents are unable to complete recalls until survey is set to active again
Completed – survey has finished data collection, respondents are unable to complete recalls.

Store user session on server

If enabled, user partial submission data are sent to server for storage and retrieval
If disabled, user partial submission data are only stored locally
This is switched on by default

Sorting algorithm

Determines the order of foods displayed to respondent:

Popularity (reporting frequency): returned food matched list based on popularity of selection – survey specific
Global popularity (reporting frequency): returned food matched list based on popularity of selection – all studies. This is our default setting.
Predetermined order: returned food matched list compiled by researcher and uploaded into Intake24

Match score weight

Match score weight parameter or sorting algorithm.
Our default score weight is 20

Allow user personal identifiers

Can be enabled / disabled
If enabled, user can store values to email / phone / name fields on user records through the survey respondent UI (i.e. the UI will show this additional fields and also CSV upload will accept those columns to import)

Allow user custom fields

Can be enabled / disabled
If enabled, user can store additional values in user custom fields, which is key:value pair.
This can e.g. be done using CSV file upload, any column name that is not matched with user fields, will get stored as custom field

Captcha verification

Can be toggled on / off
If enabled, strengthens participant logins (username/password and authentication URLs) to better guard against potential bot activity

URL Token character set

String of characters used for authentication tokens (related to redirecting respondents once recall(s) are complete)

URL Token length

Authentication token length, see docs - authentication settings for more information

URL Domain override

URL override to used to generate full authentication links in CSV export file

Allow user generation

Can be switched on / off, see docs - authentication settings for more information
This is switched off by default

JWT secret for M2M communication

String to sign JWT token

Submission notification URL

Webhook to be called when recall data is submitted
See docs - notifications settings for more information

Maximum allowed submissions per calendar day

Maximum number of recalls that can be submitted in one day
This is set to 1 recall by default

Maximum allowed total submissions

Maximum number of recalls that can be submitted by same respondent

Minimum interval between submissions (seconds)

Shortest minimal interval between submissions by same respondent
Set to 600 secs by default

Number of submissions for feedback

If feedback is switched on, this can be set to number of submissions required to allow respondent access to feedback

Respondents

This tab is used to upload usernames and passwords and generate survey URLs for survey participants. It`s recommended to upload usernames and passwords in bulk and in CSV format.

To bulk upload usernames and passwords:

Compile a CSV file which includes at least username column

The usernames should not contain any spaces (or personally identifiable information).

Please see survey respondent import for more details on CSV format.

If passwords are used, the minimum requirements for creating passwords are as follows:

Minimum 10 character length (for both)
Character set to include both lower/upper letters [a-zA-Z] and digits [0-9]

Usernames / passwords must NOT include personally identifiable information

If your CSV file with usernames and passwords is not uploading to Intake24 and you have carefully checked that the headings match those given above, it may be that your CSV file contains a BOM (byte order marking) character. To check and remove this, open the file in an editor that supports encoding (e.g. Notepad++). In Notepad++ if you see it says UTF-8 BOM in the bottom right corner of the screen, you can remove it by clicking Encoding on the top menu and then UTF-8. Save the file and try uploading this new version. If this does not work or if you encounter any further issues, contact your IT or technical department.

Click on the three dots beside new respondent followed by respondents upload

Click into field CSV file to upload

This will open up your file directory
Choose the correct file and click open
The CSV file to upload field should be filled with file name
Click on upload
Click close once the upload is complete – a green tick should appear beside the import job

Click into a different tab and then back into respondents

This will update the tab to include the newly uploaded usernames

To generate survey URLs, follow step 2 but click on Authentication URLs

Click generate file
Once generated, you will be able to download the file. You can either circulate the ShortSurveyAuthenticationURL or SurveyAuthenticationURL, see docs - survey submissions for more details.
Respondents will not require their usernames and passwords to log-in, instead the URL can be used for Intake24 recall access
To manually create new respondents, click on new respondent and complete all fields
Finally click save
Remember to not include any personal identifiable information
Repeat step 5 to generate log-in URLs for new respondents

Please note that it is your responsibility to test your survey prior to starting data collection.

Submissions

This tab allows you to view / filter / delete submissions. You can filter the results by username. Any deletions made in this tab will automatically update the data export.

Tasks

This tab allows you to import/extract the following reports:

Survey – Export authentication URLs - export log-in credentials
Survey – Submission data export - export survey submission data to CSV file
Survey – Nutrients recalculation - recalculates survey submission nutrient data
Survey – Ratings export - export survey dietary feedback ratings (please note, both dietary feedback and the ratings feature will need to be enabled in order to collect this information)
Survey – Import respondents - import usernames and passwords

Get started with your survey