# UX research recruitment screener

SAND & MEHR · https://sandundmehr.com/en/

This template combines a recruitment brief, participant-facing questions and internal selection rules. Adapt it to the actual research question. The worked example investigates how bicycle-workshop staff select a suitable spare part or prepare a selection. Lines marked “Internal” are for the recruitment team; do not show them to applicants as desired answers.

## 1. Recruitment brief

- Study / responsible organisation:
- Research question and next product decision:
- Activity participants need to perform in their actual work:
- Application or planned journey under investigation:
- Required experience and its justification:
- Agreed experience timeframe and reason:
- Useful differences within the participant group:
- Conditions explicitly not used to exclude people:
- Planned task / required test data:
- Session format, location, duration, language and device:
- Who recruits, screens, invites, facilitates and takes notes?
- Appropriate contact route / recruitment partner:
- Intended observers and their roles:
- Planned recording, purpose, access and information supporting a decision about it:
- Can someone participate without recording, and how is a refusal handled?
- Contact for questions about participation and data processing:
- Retention and deletion of contact details, responses and recordings:
- Agreed incentive, administration and conditions:
- Reserve arrangements and any conditions for remaining available:

## 2. Introduction for interested people

We are looking for people involved in purchasing spare parts for a workshop. The following questions help establish whether your experience fits the current study. Participation involves tasks using a design. Invitations follow selection and scheduling.

Responsible organisation and contact: [complete]. Information about the details processed, their purpose and how long they are needed: [link or attachment]. Please do not name customers, order numbers or other confidential work information.

## 3. Question flow

### Q1 — Your own activity

Which tasks have you personally carried out when sourcing spare parts for a workshop? Select all that apply.

- A: I selected suitable parts using model or product information.
- B: I prepared a parts list or proposed order.
- C: I placed or processed an order.
- D: I approved an amount.
- E: I processed invoices.
- F: None of these activities.
- G: Something else: [brief description].

**Internal:** At least one answer A, B or C leads to Q2. Clarify the contribution for G. If that clarification does not establish an activity from A, B or C, the person does not fit this round; close politely. F must be exclusive of other options. C alone does not yet establish experience relevant to the selection task; clarify this in Q3.

### Q2 — Timing

When did you last personally select suitable parts, prepare a parts list or proposed order, or place or process an order?

- A: Within the past month.
- B: More than one month ago, but within the past six months.
- C: More than six months ago.
- D: I cannot remember exactly.

**Internal:** This example requires experience within the past six months: A or B lead to Q3. For D, clarify the approximate date of an activity from A, B or C in the first question. If it falls within the agreed six months, continue to Q3; if it remains unclear, mark “Follow-up needed” and do not invite yet. C does not meet this round's agreed timeframe. If the timeframe does not suit the actual audience, revise the brief before further recruitment rather than changing it for individual applicants.

### Q3 — Understand the person's contribution

Think about that occasion. How did you move from the required spare part to a selection or proposed order, and which part did you handle yourself?

Free response:

**Internal:** Is there an understandable personal contribution to selection or preparation? Someone who only forwarded an already complete order does not fit the selection task studied here. If they also selected parts or prepared a proposal, consider that contribution; a person may hold several roles. Follow up unclear answers without examining product knowledge or explaining the eventual solution. Status: suitable / follow-up needed / does not fit this round. Suitable and resolved answers lead to Q4.

### Q4 — Responsibility and other people involved

What could you decide yourself on that occasion? Which steps did someone else handle?

Free response:

**Internal:** Record the role and handovers. Additional price approval alone is not a reason for exclusion. Use the answer to plan suitable tasks and different perspectives. Continue to Q5.

### Q5 — Current ordering method

How did you assemble the information or pass the order on? Select all that apply.

- Online shop or supplier portal
- Phone or face-to-face contact
- Email
- Paper list or printed catalogue
- Internal software or inventory system
- Another method: [brief description]
- I cannot remember

**Internal:** Record for group selection; do not exclude a particular channel automatically. Different channels may belong to the research question. “I cannot remember” must be exclusive of a named method. Continue to Q6.

### Q6 — Experience

How long have you handled parts-purchasing tasks, and how does this activity fit into your working day?

Free response:

**Internal:** Describe experience without automatically turning its duration into a suitability score. Consider newer and experienced people when shaping the group for the research question. Continue to Q7.

### Q7 — Enable participation

The session is planned for [format / location / device / language]. Which arrangements would work for you, and do you need support or assistive tools?

Response / question to resolve:

**Internal:** Arrange device, access and support. An organisational obstacle is not automatically a lack of relevant experience. If the planned format does not work, establish whether an alternative is possible. Do not ask for medical details unnecessary for these arrangements. Continue to Q8.

### Q8 — Arrange an invitation

May we contact you about a suitable appointment? If you are interested, please provide your preferred contact route and possible times.

Contact route / available times:

**Internal:** If permission is given, keep contact information separate from the selection record. Without permission, do not send an invitation and close politely. Permission to make contact is not permission to record a session. Send full participation information and the intended conditions before confirmation.

## 4. Selection overview for the recruitment team

| Participant code | Relevant experience and unresolved question | Experience, channel and arrangements |
| --- | --- | --- |
| | | |

Use a status for each person:

- **Suitable:** Required experience and fit with the task have been established. Consider for the group; this is not an automatic appointment confirmation.
- **Follow-up needed:** A specific question remains open. Record its owner and response.
- **Does not fit this round:** Explain the decision in relation to the current task and close politely.
- **Invited / confirmed / reserve / cancelled:** Maintain scheduling status separately from suitability.

## 5. Invitation template

Hello [name],

Thank you for your interest. We would like to investigate how people in workshops find spare-parts information and prepare a selection. You will attempt tasks using a design; your approach helps us understand which details are missing or difficult to find.

The session is planned for [duration] on [date] at [time and timezone], [location or video call]. We provide tasks and test data. Please do not use documents containing customer or order details. Participation is voluntary; you can pause or end the session.

[Name/role] will facilitate. [Roles and number] will observe. [Complete planned recording, purpose, access and decision arrangements.] Participation and data-processing information: [link/attachment]. You can ask us questions before deciding.

[Agreed incentive and payment arrangements.] If you need support or the appointment no longer works, contact us at [contact].

Kind regards,
[Organisation / name]

## 6. Preparation and scheduling

- Invitation completed; conditions and participation information sent:
- Participation and appointment confirmed:
- Reminder / route to rearrange:
- Device, joining details or location and support prepared:
- Facilitation, note-taking and observers agreed:
- Informed agreement to participate and separate permission for any planned recording documented before starting:
- Test tasks and required details match the screened activity:
- Cancellation or reserve arrangements handled under agreed conditions:
- Contact details and findings kept separate; agreed retention followed up:

Guide: https://sandundmehr.com/en/insights/ux-research-teilnehmer-finden/
Contact: info@sandundmehr.com