Support Home Services Subscription Administrators (Lab or Team)

Guide for Subscription Administrators (Lab or Team)

  • Overview
  • Getting Started
  • Info for new subscription members
  • Add Users - via Email
  • Assigning Tokens to Users
  • 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
  • Usage Reports

How does a Gorilla Subscription work?

If you are the manager of a department subscription, please see our support information for department 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 lab or team has access to your subscription.

This includes:

  • Adding single users
  • Monitoring usage statistics

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 subscriptions tba on the My Account page.

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

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

We've taken the liberty of drafting an email that will help your lab or team understand what Gorilla is, and how it can be useful to them, as quickly as possible.


New Lab Subscription to Gorilla Online Experiment Builder


The lab has purchased a subscription to the Gorilla Online Experiment Builder ( 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:

Inviting to subscription via email

You can invite users by going to the Members section and clicking Invite to subscription. To invite a user, just enter their email address, check the Roles boxes if they should be a subscription manager or technician, and hit Invite to subscription.

A screenshot of the Invite via Email window.

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. On a lab or team subscription, all token requests are approved automatically. However, when a subscription member takes tokens from the subscription, they’ll still complete a token request form, and you’ll be able to see all completed token requests via the Requests tab of your subscription page. This is helpful if you’re dividing tokens/costs between different grants.

The token request page that users see is shown in the image below. See the 'How do I request tokens?' section of our Subscriptions FAQ for a user guide to requesting tokens from a subscription.

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

If a user is on more than one subscription, they'll be able to choose which subscription they request tokens from.

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 shon above will not appear when users request tokens from an unlimited susbscription, unless the subscription administrator has ticked the 'request reference setting' and 'request comment setting' in the 'Rules' section 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]/support/tools/experiment-builder/how-to#howdoirecruitparticipants).

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 Request tab within the Subscription administrator tools.

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:

A screenshot of the Members tab within the Subscription Administrators tools.

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 a member window within a subscription.


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. If this rule isn't set, then the Technician role has no effect.

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 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. If you want to reclaim tokens from a subscription member, make sure to do it before removing them from the subscription.

A screenshot of a member window within a subscription.

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.

Please note that when you remove a user from your subscription, the user will still be able to access all previous projects and data on their account.

Who is Allowed on the Subscription?

You can invite anyone in your lab, team, or research group to join your lab or team subscription. This can include researchers from multiple departments or even multiple universities.

Student Project Governance

Some universities want to prevent students from launching studies without having sign-off from ethics or their supervisor. We've included a suggestion below on how to manage workflow with a Gorilla lab or team subscription.

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.


If you find that, over the course of the year, you require more tokens or seats, you can purchase them from the Shop:

A screenshot of the Shop tab within the Lab subscription.

Choose Buy more tokens to choose an addon package. When you are ready to purchase, click Buy Now to pay by credit card and activate your new packages immediately.

You can also choose to pay by invoice. If you'd like to enquire about this, email us at

You can also email us at if you have any questions or would rather add more tokens or seats manually.

Please note: If you want access to premium addon tools, all subscription types need to upgrade from Basic to Standard.


Renewing your subscription

Researcher, Lab and Team subscriptions can renew in the Shop tab by clicking the 'Renew Now' button, but Department subscriptions can't. Instead, a pop-up box should appear if they click renew now prompting them to send a message to to discuss their renewal. If you are on a Researcher, Lab or Team subscription, and you are ready to renew your subscription, go to the Shop section and choose Create Renewal.

A screenshot of the Subscription shop window that appears after the Create REnewal button has been clicked on within the Shop tab of the subscription.

You can then choose the subscription you want, and click Choose to pay by credit card and activate your renewal immediately.

If you are on a Lab or Department Subscription, you can also choose to pay by invoice. When you are ready, choose Pay By Invoice in the Shop, and our subscriptions team will get in touch with you to organise the paperwork. Your renewal will be activated as soon as payment is made.

If you have any questions or would rather renew your Subscription manually, email us at


Your base package contains an allowance of tokens that you can use throughout the year. When you renew your subscription, this allowance will return to its original limit.

For Researcher, Lab and Team subscriptions, if you need to purchase any top-up tokens during the year, and you have any left at the end of the year, you can roll them over once to the following year's subscription. This will happen automatically at renewal time.

Any rolled over tokens will be used first on the following year's subscription, before the allowance is consumed.

If you want to discuss your renewal, no matter what subscription you are on, please contact and someone from the team will get back to you as soon as possible.

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 available in the 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.

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 in the subscription.