E-mail distribution

Two different login procedures are available to provide users access to the HealthFan and the HealthSnApp.

Identification

A generic e-mail link is send to users. Users skip the login procedure (they do not have to fill in the Username and Password) and can click on the link in the e-mail. It will be possible to identify the responses of single subjects based on an identifier (ID), but who-is-who cannot be identiefied.
How to create and copy such an link:

1. Send an e-mail to yourself in the “Email distribution” section.
2. Edit the e-mail (not the underlined link).
3. Send this e-mail to respondents.

Bulk of e-mails

For each user an e-mail is entered in the E-mail distribution center in the Console (Study module). Before a study starts a list of e-mails can be distributed. After the study in running, additional e-mails can only be send one by one to individual users. For each user a ID will be generated in the database, but who-is-who cannot be identified.

Surveys

In case a survey is added to the HealthFan or the HealthSnApp, the same ID will be stored in the data sets for each responder.

Unique identification

A unique Username and Password is provided to each user. The Study Administrator (researcher, principal investigator, research nurse) can create a list of Usernames and Passwords in the Console. These can be connected after the study is finished (at the research site) with the emails of the invited users and the internal IDs of these users. It is possible to provide the login information (Username, Password) to the users both on paper or by e-mail. In this way a unique identifier is available. After exporting the data from the Chateau Sante server to the local research environment, the scores of individual respondents can be analyzed. New e-mail links can also be send when a study already has been started.

Lists of unique accounts (usernames, passwords, links for direct connection) can be created in the Console. The number of unique accounts (each on a separate PDF page) can be set by the operator.
The procedure is at follows:

1. For each separate study a PDF file with a pre-specified number of links (each with a unique Username and Password) can be generated (Figure 4: button in Console). There is no strict limitation to the number of generated login links (Advice: go way above the number of expected users). This PDF document should be safely stored.
2. Users will receive an e-mail with a link to the CS tool (https://mobile.chateau-sante.info). In this e-mail the unique combination of username and password from the PDF document has to be specified by the Study Admin.
3. The Study Admin has to document (Advice: for example in an Excel file protected by a password) the following information:

• Username
• Password
• E-mail address (Advice: do not document the e-mail address on the PDF pages itself)

4. Another option is to send e-mails to specific participants after selecting the “Email distribution” button.