Oct 22, 2020 • 22 minutes read

A simple guide to recruiting research participants

Finding and recruiting research participants is one the biggest bottlenecks to continuous, scalable research. Read effective ways to recruit participants.

Sometime back, I lived in a building with a silly elevator.

Every time I took it, I had to fiddle with the call buttons–figuring out the right order (floors 1-7) since they weren’t designed as per my expectations. So every time I climbed in, I cursed under my breath.

Now that I’m writing this piece, I realize what went wrong with the elevator: it wasn’t tested with actual users to see if it met expectations. That could have prevented the bad design.

The thing is: user research is essential to good design. However, conducting UX research poses its own challenges. For instance, 43% of UXers think that finding test participants is the most challenging phase of their UX research process.

But, finding research participants doesn’t have to be a roadblock if you know where to look.

So, in this guide, we’ll focus on walking you through seven no-nonsense ways of pooling participants. We’ll also share some essentials of recruiting participants for research.

Ready to learn? Let’s roll.

To recruit participants for a research study, you have several options:

  • Leverage your personal network
  • Reach out via online communities
  • Find research participants over social media
  • Get internal feedback
  • Curate a pool of enthusiastic customers
  • Conduct guerilla testing
  • Use tools that find test participants for you

Read on to find out more about each of these methods.

What to know about participant recruitment

Before we dive into the meaty part of finding test participants, let’s dig into the basics of participant recruitment:

Recruit participants representative of your users

First off, make sure that the participants you recruit are representatives of your existing and potential users. Slack here and you skew the purpose of your research. Wizeline’s Senior UX Designer, Elba Ornelas, advises you to look at your user personas to drill down to the exact participants you need. “[Personas] outline the main user profile that your product may be targeted for,” says Ornelas. “Bear special attention to the type of behaviors you are seeking to fulfill.”

Conducting screening interviews is one way to ensure you recruit the right participants. To make your screen interviews a success, avoid asking leading questions that instruct a person to answer in a specific way.

Tip 💡

Involve users from different backgrounds, genders, races, ages, and abilities in the design and research process to ensure you create an inclusive and accessible product. Learn more in our Inclusive Design Guide.

Identify your user research method

Begin by deciding the UX research method you need to use as the number of research participants that you’ll need depends on the method you use.

For instance, when running quantitative research, you need a larger pool of participants—twenty or more—to ensure you collect statistically significant results. Ornelas shares, “You have the options of qualitative and quantitative research methods at hand. Both require “a specific number of people to conduct research, as well a specific set of materials to make it happen.”

Pro tip: Play it safe by recruiting backup participants to make up for any eleventh-hour cancellations.

Create a system to keep in touch with test participants

When you recruit participants for a research study, make sure to set up a system that will help you keep in touch with participants and manage relationships for current and future studies. Having this information handy allows you to create a list of interested test participants that you can reach out to for different projects. For this, you can:

  • Use a project management tool like Trello or Notion
  • Create a spreadsheet to save participants’ contact information
  • Take advantage of a participant management tool like Reach

Whether you go manual or automated, use this system to track the progress of participant recruitment. Have you shared screening questions with them? Label the progress as such. Have you approved the participant for research? Add them under the ‘research in-progress’ section.

If you’ve opted for a participant management tool, you should have access to more developed management options—for example, Reach from Maze allows researchers to:

  • 👥 Curate a dynamic database of high-quality, responsive participants: Create your own pool of participants and segment by demographic, test metrics and campaign engagement.
  • 🧭 Access participants where and when tests happen: Complete the entire research workflow in one place, from creating tests to sharing with participants, and reviewing insights.
  • ✉️ Send targeted remote tests, faster: Collect relevant insights quickly by sending direct mazes in bulk as targeted email campaigns.
  • 📈 Build empathy and understanding: Progressive profiling builds the entire picture for individual participants, showing you metrics like response time, participant rate and testing history.

Note: Don’t forget to keep in touch with participants not selected in the screening process too. Who knows, a participant that isn’t a good fit for the current project might be helpful for another one. So leave them a message, thanking them for their time, updating on the screening results, and informing that you’d like to keep in touch for future collaboration.

Offer incentives to encourage participation

This is up to you whether you want to offer incentives or not. On one hand, offering incentives such as payments, vouchers, or covering expenses like hotel and travel costs for in-person research encourages participation. On the other hand, participants may not offer objective feedback in hopes of winning the incentive.

If you decide to give incentives, know that the type of incentive will depend on how long the research will take and the type of participants you need.

Ornelas adds, “Depending on the characteristics of the end-users, one type of incentive could be more suiting than others. For example, Amazon gift cards in case end-users are avid online buyers. Or, even offering something from the service, such as a free month of service, could be a good incentive.”

Build relationships with your target audience

Whether you pool participants online or with the help of other teams who work closely with your customers, always remember to keep in touch with them regularly. This way, you can develop a Customer Advisory Board or community of users for research and feedback.

Nabeena Mali, the Head of Product at BfB Labs, told me they build relationships with their target audience to get feedback and generate ideas:

“As our user testing involves children, we have built strong relationships with local schools who have an interest in using our products,” Mali explains. “Not only do we work with them to test the product, but they are also involved in the co-creation workshops we run to generate ideas.”

A few things that help them strengthen their relationship with local schools: pairing up with schools that share their values and making the entire ux research process fun and engaging for their young audience.

Thanks to these relationships they built, Mali says, “often the schools were more than happy to be involved in early pilots and even helped facilitate further introductions to parents.”

So now you know what to do, right?

7 effective ways to recruit research participants for a study

The exact method you’ll use to recruit participants depends on your budget, time availability, and requirements.

That said, let’s walk you through seven ways to find participants.

1. Leverage your personal network

Ask your friends, colleagues, family, and wider network to help you with research.

One thing to bear in mind: ask people from your network to participate in research only if they fit your target persona’s bill or if your target audience is so wide that it includes everyone. Say, a social media app.

The upside to working with your network is that you can find some really enthusiastic research participants if you have a broad network.

But there’s a serious downside you need to keep an eye out for the potential for bias. These types of participants might unintentionally give you subjective feedback because they're your friends and want to be in your good books or fail to see your design's shortcomings and bottlenecks.

2. Source participants for your study via online communities

Don’t have a wide circle? No sweat. You can always tap into online communities or ready-made-online-networks as I like to call them.

Find these communities over at Slack and Reddit channels.

UX specialist, Andreas Johansson, says: “Find communities where people similar to [your] intended target users hang out. For example, say I was designing a website builder, then I’d go to communities for existing website builders, as well as web design communities on Reddit, Facebook, and more.”

Johansson suggests you can find the right community by taking to Google and searching for:
<name of community + forum>

I googled the same with an example target audience of freelance designers. Here’s what I found:

You can also go to Slofile, an online database of Slack communities, to find your target audience on Slack.

In some online communities, you might need a forum moderator’s permission for digging out research participants. In that case, it’s best to talk to them by explaining the purpose of your post in the community before posting your request.

A good way to encourage folks to participate in your research is to use a community engagement approach with them rather than posting and disappearing.

When you show up as a regular name in a community and engage with its members, they’re more likely to recognize you and help than when you are a stranger posting for the first time.

3. Find research participants over social media

Facebook and LinkedIn groups are great for this. As in the case above, you can take to Google and search for:

<community name + social channel>

You can use the social channel’s internal search bar too to find relevant groups. Filter them by city, if needed:

Alternatively, you can use LinkedIn cold outreach to pool specific research participants based on job role, location, and more filters. Start with typing in terms that describe your target user in the LinkedIn search bar. Let’s say, UX researchers in the example below:

Apply filters to narrow down on the demographic, industry they work in, and more:

Once you have a list of potential participants, send them a LinkedIn message explaining your hunt for test participants.

Here’s a template to give you an idea:

*Hi [name],

I’m reaching out to you on behalf of my team at [company name] to express our interest in collaborating with you over [explain your research briefly]. I’m [name] and I work as [your role].

We find that you’re a good fit because [reason]. If this is of interest to you, you’ll only need to [explain research process]. It shouldn’t take over [time it’ll take], but for all your help, we’d be happy to [share incentive if planned].

If you’re in, please let me know and I’ll share more details with you.

Thank you,

[Your name]*

Ideally, get straight to the point in your message.

Explain briefly why you’re reaching out, followed by sharing context (who you are and what your research is about). Then explain what makes them a good fit. Don’t forget to mention any incentive that you’ve planned for participants. And, always close your message with a CTA, such as a link to the screening questions or the test.

One last tactic to gather research participants via social: Use paid ads to find target users, particularly when you’re validating a new idea or trying a new market to target for a consumer app.

For about $50-200, you can run targeted ads on Twitter, Instagram, and Facebook to reach out to people that aren’t accessible to you. For instance, they live in a different country or fall within a specific age range and skillset.

Add a link to a survey or a form to gather information on potential test participants. Use the info you gather to filter and screen participants before reaching out to them with research details.

4. Get internal feedback

This method is ideal if you have in-house experts that fit your target persona’s description. A case in point here is Canopy, an accounting software for accountants. For testing their Help Center design, the team put together four variations of the design and asked internal accounting specialists for their feedback.

You can also get internal feedback as initial input on a problem that your product aims to solve. However, you can’t rely on internal feedback for specific use cases and later on in the app’s design when you need your exact target audience to test the product.

Gathering internal feedback is best for discovery research when you’re framing a problem and getting a sense of what you need to do to solve it. It also helps with early-stage usability testing by sharing your wireframes or low-fidelity prototypes to test your design’s functionality.

You could conduct 1:1 interviews with internal people, request them to fill in surveys, or host focus group sessions to encourage discussions around your audience’s frustrations, behavior, and emotions with a product/issue.

One thing to be careful about: make sure you don’t limit your research radius to close colleagues so you can work out bias from the equation. Use this method in combination with other methods listed here to recruit research participants that fit your target personas for any subsequent research.

5. Curate a pool of enthusiastic customers for participant recruitment

The customer service, support, and sales teams are in constant touch with your customers – learning what bugs them, understanding their pain points, what new features they wish your app had, and so on.

Pair up with these teams to curate a list of enthusiastic customers who love your product and would like to help you improve it. Recruiting participants this way is helpful when you’re planning product updates, in-app tweaks, or introducing new features.

Here, at Maze, for instance, we have a Customer Advisory Board of more than 90 customers who give us feedback on both new and existing features. Customer feedback from the committee has been overly valuable.

For instance, “In one conversation with this customer, we went from a simple duplicate feature to the possibility of having an entire testing library in Maze. This is the hidden gold the Customer Advisory Board reveals,” shares George Markos, Customer Success Lead at Maze.

Besides an advisory board, you can consider the following options to curate customers for research:

  • Create an online community, for instance, a Facebook group, and invite customers to join it. For example, Freetrade has a community of users that they refer to for research and getting feedback. Alternatively, create your customer community in Slack like Braze’s Braze Bonfire Slack group, where they share links to their tests with customers interested in evaluating the prototype.
  • Another option is to leverage WhatsApp or other messaging platforms to keep in touch with your customers and ask the community for research and feedback. For example, Tiendanube has WhatsApp user groups where they share links to design tests.
  • Create an early access or beta group of current and prospective customers who are interested in testing your product for usability. Post-product launch, continue using this group as a research channel.

Now that you’ve all these ideas to create online customer communities, the question is: how can you get customers to join your community?

You can try these two options:

  • One, run an email campaign for onboarding customers. Send out an email informing customers about your group and ask if they’d be interested in joining. The Customer Success team at Maze sent out this email when onboarding customers for CAB. It got an overwhelmingly positive response:
  • Create a page on your website dedicated to your community. Share links to it on your social channels or run a pop-up notification on your homepage to encourage folks to join. Here’s Sketch's research community page, Sketch Labs, for inspiration:

6. Find test participants with guerilla testing

Have you ever encountered people on a busy street sharing samples of new products? I’ve had salespeople stop me for testing the latest in their line of perfumes, chicken nuggets, and other items.

Guerilla testing is pretty much the same minus the free chicken nuggets (although it’s helpful to offer incentives like gift cards or a free coffee to encourage people to spend a few minutes with you).

Pick a busy place like a subway station or coffee shop and ask passersby if they could spare a few minutes to test your prototype.

Put simply, guerilla testing is testing on the streets. It’s most suitable for recruiting participants for consumer-focused apps such as online shopping and healthcare.

The best part? It doesn’t cost you a fortune and gets you the exact raw info you need for designing your app.

But be warned: guerilla testing isn’t a good fit for complex research that requires subject-specific knowledge needed to use a product. Say, testing use cases in a finance app. In those instances, use the other six methods mentioned here to find the right participants for your project.

7. Use participant recruitment and management tools that find test participants for you

Using a tool to find research participants can significantly speed up and streamline your recruitment process. While this method often requires payment, it can be well worth the cost to secure the right users, when you need them, for your study.

One key benefit of using participant recruitment tools is the ability to nail down the specifics, from location to demographics. For example, if you’re creating a medical app that helps young doctors in New Zealand find available medicines in their local pharmacies, you’ll need young doctors in the country between the age bracket of 28-35 as your research participants. If it’s an Android app that you’re designing, you’ll also need to specify that participants must be Android app users.

On top of that, recruiting participants using market research tools is great when recruiting lots of participants, such as for quantitative testing. You can also rely on this method for projects that require thorough research and testing before their launch to avoid any major issues.

Maze, for instance, offers two options to help you locate and manage the right participants:

  • Build a Tester Panel with a pool of 70,000 participants: Select participants that fall within your target audience’s demographic and get results within a couple of hours. Ideal for when you need testers asap.
  • You can also use Reach, our participant management tool which takes your list of testers and curates a dynamic database, segmented into customizable groups. Reach enables you to group based on user traits and metrics, so you can approach the right testers and so you can optimize future research.

Reach by Maze

Dos and don’t for recruiting research participants

Before we close up on recruiting research participants, let's run through some of the key dos and don'ts to bear in mind when recruiting users.

👍 Do 👎 Don't
Recruit participants who represent your users Use the same test participants for every study; this can lead to biased results
Use the same test participants for every study; this can lead to biased results
Offer incentives (if you can) to encourage participation
Build relationships with your users Spam participants with communication; set regular check-ins and use management tools to stay up to date
Take advantage of customer connections Only test existing customers; consider that this limits your testers to people who are already familiar with and approve of your product so results may lean one way
Plan your invitation and communications—ensure you’re giving all participants an identical experience for maximum fairness in results. Use a script for your comms (you wouldn’t approach a usability test without planning the instructions, so do the same here)
Forget to screen participants; this is an important step in filtering out inappropriate testers
Over-recruit; it’s better to have too many testers (some of whom aren’t needed in the end) than not enough data to work with
Plan in time for recruitment Rush recruitment; this can lead to a poor quality testing pool (and results)

Wrap up thoughts

With these seven participant recruitment tactics, we’re positive you wouldn’t dread finding research participants like you would without all the know-how. Work out which method will suit your requirements and budget and get started with your research work.