Support Home Services Subscription Administrators (Department)

Guide for Subscription Administrators (Department)

  • Overview
  • Getting Started
  • Info for new subscription members
  • Add Users - via Email
  • Add Users - via Enrolment Codes
  • Setting Token Thresholds
  • Assigning Tokens to Users
  • Token Requests
  • Responding to Token Requests
  • Reclaiming Tokens from Members
  • Managing Memberships
  • Supporting Members with their Projects
  • Removing Users from the Subscription
  • Subscribers Criteria
  • Student Project Governance
  • Upgrades
  • Renewals
  • Legacy Department Subscriptions
  • Usage Reports

How does a Gorilla Subscription work?


If you are the manager of a lab subscription, please see our support information for lab subscription managers.

Creating a Gorilla account is always completely free. We charge per-participant, which means you don’t need to pay until you’re confident that Gorilla works for you. It also makes it cheap to run small studies and student projects.

Our subscriptions essentially work by creating a big shared pool of tokens. Subscription users will still have their own, individual accounts that exist independently of the subscription, they'll just be able to access tokens (the paid part) through the subscription. Subscription Administrators control who has access to the subscription and (on department subscriptions) how many tokens each user can take from it.


What is my Role?

As Subscription Administrator, your role is to control who in your department has access to your subscription.

This includes:

  • Adding single users
  • Adding new groups of users (this might be whole labs of researchers or whole cohorts of students)
  • Monitoring usage statistics

If you have a department subscription, your role will also involve responding to Token Requests.


Watch the video guide below to learn how to use our subscription tools!

Length (mins): 5:28

Interested? Click here to access the email template mentioned in the video.


Getting Started


You can access the subscription management tools by logging in to Gorilla, clicking on the top right menu and selecting My Subscription, as shown below:

A screenshot of the top-corner menu of the homepage, My Subscription has been highlighted.

Alternatively, you can access your subscription from the right hand side of your My Account page.

A screenshot of the subscription tab in the My Account page.

For any queries relating to your subscription, we have a dedicated support channel available for subscription administrators - just email subscriptions@gorilla.sc.


How do I describe Gorilla to new members of the subscription?


We've taken the liberty of drafting a couple of emails that will help others at your university understand what Gorilla is, and how it can be useful to them, as quickly as possible.

There's one for researchers and one for students.

For Researchers

Subject:

New Department Subscription to Gorilla Online Experiment Builder

Body:

The department has purchased a subscription to the Gorilla Online Experiment Builder (https://www.gorilla.sc). If you create tasks or experiments for use on computers or tablets, this tool may be useful for you!

Gorilla is a tool for building and hosting behavioural experiments or tasks for use on computers, tablets or phones without needing to code. It collects reaction time data by default, so it can be used for behavioural research. Once your task is created, you can deploy it online for participants to take part remotely, or you can test people in the lab.

Because Gorilla is online it is easy to:

  • Build online tasks, questionnaires and experiments quickly and easily without coding
  • Reach large and diverse (or specialist) samples online
  • Collect data quickly by using affiliated participant recruitment services

If you want to get started:

Curious to know more? Find out at the links below:

For Students

Subject:

Sign Up for Gorilla Experiment Builder

Body Text:

To support your degree, the department has purchased a subscription to the Gorilla Online Experiment Builder (https://www.gorilla.sc). If you want to collect data using questionnaires or reaction time tasks online, this is the tool for you!

Gorilla is a tool for building and hosting behavioural experiments or tasks without needing to code. It will be useful for your Research Methods course as you can use it to create and deploy questionnaire and behavioural tasks online. Once your task is created, you can deploy it online for participants to take part remotely.

Because Gorilla is online it is easy to:

  • Build online tasks, questionnaires and experiments quickly and easily without coding
  • Reach large and diverse (or specialist) samples online
  • Collect data quickly by using affiliated participant recruitment services

If you want to get started:


Inviting to subscription via email


You can invite users by going to the Members section and clicking Invite to subscription:

A screenshot of the Invite to Subscriptiong button within the Gorilla subscription.

To invite a single user, enter their email address, check the Roles box if they should be a subscription Manager or Technician, and hit Invite to subscription.

A screenshot of the Invite via email window of the subscriptiong tools.

You also have the option to invite multiple users in bulk by uploading a CSV file. The spreadsheet should contain a column headed 'Email' where you type academic email addresses of people you want to add to the subscription. If the user already has a Gorilla account, they will be added to your subscription. If they don't yet have a Gorilla account, they will be sent an email inviting them to sign up. When they do, they will automatically be added to your subscription.

There are also two optional columns.

Adding a column headed 'Tags' will allow you to add descriptive tags to subscription members. These tags have no function within Gorilla, but will allow you to keep track of e.g. which of your subscription members are undergraduates.

Adding a column headed 'Expires' will allow you to set an expiry date for a user's subscription membership. The date should be in DDMMYYYY format. This feature is designed to allow you to have a graduating class of students automatically removed from your subscription.


The video below demonstrates how you can add members to your subscription via email:

Subscription Tools

Note: If you are adding subscription members in bulk by uploading a .csv file, please spell the column headings in title case, i.e. 'Email' and 'Tags'.


Inviting to subscription via enrolment codes


An alternative way to allow people to join a subscription is by using an enrolment code. This feature can only be used by Department subscriptions. It is a code that you can specify that allows people to join your subscription without you needing to invite them.

To set an enrolment code, go to the Enrolment code section and enter a code of your choice:

A screenshot of the Enrolment Tab within the subscription tools.

You can then distribute this enrolment code to your organisation.

Note: There is one, same enrolment code for the entire institution.

Note: Enrolment codes should not include the \ symbol.

When people sign up to Gorilla, they will have the option to enter an enrolment code to automatically join your subscription:

A screenshot of the signup page in Gorilla, the option to join the subscription has been highlighted.

If they already have a Gorilla account, they can go to their My Account section and enter the enrolment code there:

A screenshot of My Account, the 'My institution or lab already has a subscription' button has been highlighted.

Setting Token Thresholds


Users on a subscription can request tokens from the subscription to use in their experiments. If you are the Subscription Administrator on a Department subscription, you can apply some controls to how tokens are approved in the Rules section:

A screenshot of the token threshold settings in the subscription administrator tools in Gorilla.

By default, all token requests will be approved automatically.

To limit the total number of tokens that an individual user can claim from the subscription, set Max tokens per user to the desired limit. This will prevent any user claiming more than this number of tokens.

To allow each subscription member to claim a certain number of tokens automatically, but require approval for any more, set Auto-approve Threshold to the desired limit.

Department Standard and Standard XL subscriptions are unlimited, so you don't need to set token thresholds if this subscription type applies to you (but you can if you want to, as explained above).


Example scenarios

  1. You have a department with 200 students, and you want them all to be able to use 100 tokens. You don't want to have to grant each one individually.

Set Max tokens per user to 100 and leave Auto-approve threshold blank

  1. You have a department with 50 researchers, and you want them all to be able to use up to 200 tokens automatically, but require approval for any tokens above that.

Set Auto-approve threshold to 200, and leave Max tokens per user blank


Assigning Tokens to Users


To assign tokens directly to a user, go the to Members tab in My Subscription and click the member's name:

Screenshot of the Subscription Member window. The 'Assign Tokens' button is highlighted

Clicking 'Assign Tokens' will open another window where you can see how many tokens the user currently has and how many tokens are remaining on your subscription. Enter the number of tokens you would like to assign to this user. You can also enter an optional reference:

Screenshot of the Assign Tokens window, showing text boxes for number of tokens and reference, and the Assign Tokens button

Click 'Assign Tokens' to assign the stated number of tokens to this user. If you make a mistake, you can use the 'Reclaim Tokens' button shown in screenshot above to reclaim some or all of the user's tokens.


How do Users Request Tokens?


To run an experiment on Gorilla, users will need to request tokens from your subscription.

The token request page that users see is shown in the image below. If the user is on more than one subscription, they'll be able to choose which subscription to request tokens from.

A screenshot of the Recruitment Target window, where users can request tokens from different subscriptions.

See the 'How do I request tokens?' section of our Subscriptions FAQ for a user guide to requesting tokens from a subscription.

When requesting tokens, the user will be shown the following form to fill in:

Request tokens popup showing Tokens, Reference, and Comments fields

The reference and comments sections are optional, and to help you with your processes and reporting. The Reference field is designed for project references, grant codes, or any other code which you might want to use for your reporting. The Comments field is a free text box that allows your subscription members to explain in more detail about what they need the tokens for. Both of these fields will be visible to you when you approve or deny the token request, and when you view a record of the completed request - see the next section for more on responding to requests and viewing completed requests.

The window shown above will not appear when users request tokens from an unlimited subscription, unless the subscription administrator has ticked the 'request reference' setting and 'request comment' setting in the 'Rules' tab of the 'My subscription' page.

Note: Users can also return tokens they already have on their account to the subscription by completing the form exactly as above, but entering a negative number, e.g. -100 . This only applies to tokens that are not assigned to an experiment: if tokens are already assigned to an experiment they will first need to be unassigned, which the project owner can do by reducing the experiment's recruitment target.


Request a Specific Reviewer

By emailing subscriptions@gorilla.sc, you can also enable a feature that allows subscription members to select a specific subscription manager to review their token request. This means that, for example, students can request tokens directly from their supervisor. When this feature is enabled, the Requests window will contain an additional 'Reviewer' dropdown at the top:

Screenshot of the Request Tokens window with Reviewer - Required dropdown at the top

Note that for this flow to function properly, supervisors must be given both the Subscription Manager and Technician roles, and the Technician Access setting in the 'Rules' tab of the 'My subscription' page must be ticked:

Screenshot of Technician Access setting with 'Give Technicians access to member projects' ticked

All requests submitted to a specific reviewer will still be visible to all subscription managers on the Requests tab of the 'My subscription' page, but the email triggered by each request will be sent to the specific reviewer selected in the dropdown. The reviewer can then approve the request by clicking the link in the email, or by going to My Subscription -> Requests and reviewing the request from there.

To enable this feature for your subscription, email subscriptions@gorilla.sc!


Responding to Token Requests


When a subscription member submits a Token Request that requires approval, you will be sent an email notification.

To approve or deny the request, go to the Requests section on your subscription management page:

A screenshot of the Request Tab of the subscription, showing a token request.

Click on the Token Request to review it, and choose either Approve or Deny:

A screenshot of the token request, with the option to Approve or Deny the request.

If you choose to approve the request, the tokens will be transferred from the subscription to that user's account. You can see a log of all approved requests by click the 'Show Completed Requests' checkbox.

If you click the red Complete button by a request, you will be able to see the reference if the requesting user added one. You can also click on a user's name for a summary of their total token usage.

A screenshot of the Requests tab of the subscription, where completed token requests can be viewed.

Reclaiming Tokens from Members


Tokens taken from your subscription by users have 3 possible states:

Consumed tokens have been used to collect data and so cannot be reclaimed.

Assigned tokens are assigned to an experiment but have not yet been used up to collect data. In order for these tokens to be reclaimed to your subscription, the user would need to first unassign the tokens from their experiment. They can do this by reducing their experiment's recruitment target. Only the project owner is able to unassign tokens from an experiment - this is a safeguard in place to protect tokens and prevent disruption to ongoing experiments.

On Account tokens are assigned to a user's account but not to a particular experiment. These tokens can be reclaimed to the subscription by a subscription manager.


There are two ways to reclaim On Account tokens: from one individual member, or from every subscription member at once.

To reclaim On Account tokens from one member, go to the Members tab of your subscription management tools and click on the name of the member you want to reclaim tokens from. You'll then see a blue Reclaim Tokens button, shown in the image below.

Screenshot of Reclaim Tokens button, accessed by clicking the name of a member on the Members tab of your subscription management tools

If you click this, you'll be shown a pop-up message telling you how many On Account and how many Assigned tokens that user has available to reclaim (see image below). If you want to reclaim already Assigned tokens, tick the box below. The member of your subscription will then get a notification to accept or reject your request. If no answer is given after seven days, tokens will automatically be reclaimed. After the tick box, you can then enter the total number of tokens that you would like to reclaim.

Screenshot of subscription member pop-up window, where the subscription manager can reclaim assigned and On Account tokens.

If you'd like to reclaim all On Account tokens to your subscription, you'll need to go to the Requests tab of your subscription. In the top right corner, you'll see a blue Reclaim All Tokens button. Clicking this will tell you how many tokens are available to be reclaimed, and clicking Confirm will reclaim all of those tokens to your subscription. Assigned tokens, however, can only be requested through the procedure explained above.

Requests tab of subscription, with Reclaim All Tokens button at top right circled Reclaim All Tokens popup, showing text 'Reclaim a token of 25 tokens from all your members' and a Confirm button below

You can also find this feature explained in our Release Notes.

Managing Memberships


On the Members section, you can see a list of all the users currently on your subscription:

manage-subscription-member

You can order members in the list by the total number of tokens a user currently has (by clicking the column heading 'Tokens'), or by the number of tokens a user currently has on their account which are not assigned to a particular experiment (by clicking '(Unassigned)' next to the column heading 'Tokens').

Clicking on a member's name opens a popup window where you can see their usage, set their roles, and remove them from the subscription:

A screenshot of the Subscription Member window.

Roles

There are two special roles that you can give to members of your subscription:

1. Managers

The Manager role allows the member to view the subscription management pages and make changes to the subscription (if you're reading this, you probably already have this role). If you are on a Lab or Team account, then the user who created the subscription is the Manager and everyone else is a regular member.

2. Technicians

On Department subscriptions, there is an option in the Rules section that allows Technicians read access to any project belonging to a member of the subscription:

A screenshot of the Technician Access setting.

If you have this rule set, then you can add the Technician role to members who should have this access. If this rule isn't set, then the Technician role has no effect. This is useful if you wish to help your subscription members with their tasks or experiments. To access a subscription member's project, they will need to send over the URL of their task. Normally, even if you had the URL for a task you would not be able to access it unless you were the project owner or a collaborator. The Technician role grants read access only; if the Technician needs to make changes to the member's project, the member will need to add the Technician to the project as a collaborator.

Note: By default, Managers do not have the Technician role. If you wish to both administer the subscription and help your members, give yourself both roles. If you wish to have e.g. a PhD student help out your undergraduates, but not allow them access to the subscription controls, give them the Technician role only.


How do I Support Members with their Projects?


In order to support subscription members with their projects, you need to have a link to either the specific component (task/questionnaire/experiment etc.) that they are having issues with, or the project as a whole. This link will always begin with https://app.gorilla.sc/admin/ and then some variation of project, experiment or task followed by a number. It can be found by members when navigating to the task/questionnaire/experiment and then copy and pasting the URL from the browser address bar.

With the option 'Give Technicians access to member projects' ticked, you automatically have access to all of your members projects and their components. This means that, if they share a link with you, you will be able to view the content and edit it as necessary. However, you still need the link to access them. These projects won't appear in your 'Projects I'm Collaborating on' section of your Projects page, as this would easily amount to hundreds of projects, even for a small subscription.


How do I Remove Users from the Subscription?


To remove someone from your subscription, go to the Members section, click on their name, and choose Remove from subscription. Their membership will be deactivated, and they will no longer be able to request tokens from the subscription. They will keep any tokens from the subscription that are already on their account.

A screenshot of the Technician Access setting.

Their name will appear on the list of memberships with grey shading to indicate that they have been removed. When your subscription renews, their membership record will be removed altogether.

Note: You can automatically remove users in bulk once they are no longer eligible to access the subscription by including an expiry date when you initially upload their details. See the Add Users - via Email section for more details.


Who is Allowed on the Subscription?


This will vary depending on the terms of your subscription. Commonly, this could be:

  • Anyone employed in your department
  • Any student your department teaches
  • Anyone employed in your lab

If you’re on a department subscription, only members of your department should be on your subscription. If you’d like a multidepartment or institutional subscription, get in touch with us for pricing.

If you are not sure who should be on your subscription, contact the subscriptions team .

Student Project Governance


Some universities want to prevent students from launching studies without having sign-off from ethics or their supervisor. Here are two ways of managing that workflow in Gorilla.

Option 1: Require Token Request Approval by Supervisor

  • On the Rules tab of your subscription management tools, set the Auto-approve Threshold for tokens to -1. This means students will be unable to launch studies until their token request has been approved.
  • Email subscriptions@gorilla.sc and request that we enable the 'Select manager for token request' feature for your subscription.
  • Give each supervisor both the Subscription Manager and Technician roles in your subscription.
  • In the 'Rules' section of the 'My Subscription' page, tick the 'Technician Access' option.
  • Once this has been set up, when a student requests tokens, they will have to select a reviewer for the request from a dropdown menu. They can select their supervisor, who can then view the student's experiment and approve or deny the request.

Option 2: Supervisor as Project Owner

  • Only the project owner can change the recruitment policy.
  • Have the supervisor set up the project folder. They will then be responsible for launching the project. The student can be added as collaborator and edit it.

Upgrades


If you are on a department subscription and would like to access our premium tools, or to more tokens or seats, you can upgrade your subscription tier.

Our Standard level subscriptions and up include the following additional features:

  • Game builder
  • Shop builder
  • Multiplayer
  • Unlimited seats
  • Unlimited tokens
  • Other premium support features, e.g. a yearly onboarding workshop, 2FA

Contact us at subscriptions@gorilla.sc if you'd like to learn more about upgrading your subscription.


Renewing your subscription


You’ll need to get in touch with us to renew your subscription, via subscriptions@gorilla.sc. If you click the renew now button on your shop page, it will prompt you to do this.

A screenshot of the Contact Subscriptions Team window when the 'renew now' button is clicked.

When you're happy with your renewal package, we'll send an invoice to you which can be paid either by card or by bank transfer.


Legacy Department Subscriptions


We updated our department subscription pricing in autumn 2022.

Our legacy department subscriptions had just one base package option, customised to fit each department's needs with a variety of token, seat, and tool add on packs.

Our new Standard department subscriptions have simplified this down into one all-inclusive package, including unlimited tokens, seats, and full access to our add on tools, as well as premium support and set-up benefits. We also offer Basic and XL subscriptions - you can read more about our new pricing on this announcement page .

However, if you have an existing department subscription token packs which were due to roll over at your next renewal, you will be able to renew with our legacy pricing in 2023, before moving onto our new packages in 2024. This will allow you to make use of your token packs.

Usage Reports


The Overview tab of your subscription will give you summary statistics for your subscription, including the duration of your subscription period, how many tokens you've used in total, and how many seats you've used.

A screenshot of the usage report of a subscription.

Claimed tokens are assigned to a user's account but not to a particular experiment, Assigned tokens are assigned to an experiment but have not yet been used up to collect data, and Consumed tokens have been used to collect data.

If you are on a subscription with unlimited use of tokens (Department Standard or Standard XL), you will not have a 'limit bar' in the Usage tab.


For more detailed reporting, you should go to the Reports tab of your subscription management tools. This section allows you to generate usage reports for your subscription. You can choose either a spreadsheet, which contains detailed usage data for each member, or a PDF summary containing useful totals. You may need to click the Regenerate button (found in the Download Spreadsheet or Download Report modal pop-ups) to make sure your data is up to date.

A section of the PDF summary is shown in the image below:

A screenshot of the PDF usage report available on department subscriptions.