How to change a participant's status, leave a note, or delete a response
From Responses, you can easily change the status of a participant; simply click on the current status inside the participant's status box (for example, click on the word "Paid" or "Confirmed" as shown below). You can then change or update anyone's status from here.
Changing Status
The newer Responses makes this much easier - head to the left status column and click to open up the status dropdown, then select the desired status:
Deleting Responses
You can delete participants if you check the checkboxes next to any/multiple responses, including Select first 100, and then click "Delete" from the grey bar that appears at the top of the page.
Explanation of common participant statuses in Responses
These statuses help you manage logistics at the participant level — such as calling, scheduling, or marking no-shows.
✨ New
Participants who respond to your study are considered a "New" response.
🚫 Incomplete
Responses with more than three blank answers. That means if someone doesn't fill out most of the screener, it is marked as incomplete. Ethnio automatically marks responses that are not fully completed as "incomplete" so you can separate those out and hide them if needed.
❌ Dismissed
Manually add this status if you called someone but didn't want to use them.
❤️ Favorite
Mark them with a favorite heart for later (this also shows up on Scheduling).
📞 Called
Called a participant, but didn't schedule them yet.
📵 No Answer
Called a participant, but they didn't answer.
🚷 Not Available
Called and they couldn't participate.
Which statuses update automatically
Only a few statuses are applied for you:
- New — applied as soon as someone submits your screener.
- Incomplete — applied when a response has more than three blank answers.
- Confirmed — applied when a participant books or confirms a session in Scheduling.
Every other status, including Completed and No Show, is set by you. A confirmed session does not become Completed on its own once its scheduled end time passes, so if something like payment depends on completed sessions, mark each session yourself: choose Completed for participants who attended, and No Show for anyone who didn't.
Many of these statuses update automatically, but you can always click on the status to make manual changes as well, including overriding a status Ethnio applied.