Manage Testbench email and privacy

Open Modules → Testbench → Email. Compose sends an update now or later to assigned rounds, cohorts, or selected testers. A reminder needs a round and a scheduled time. Delivery shows saved announcements, recipient state, provider results, and safe retry actions.

Preview the message before you send it. Preview shows the eligible count and a sample of the branded email. It does not send email or expose a recipient address. Changing the message or audience cancels the preview and requires a new one. Publishing a round also does not send email.

Testbench excludes paused, withdrawn, blocked, opted-out, and provider-suppressed testers. Round reminders also exclude completed or revoked assignments. Cancelling an announcement stops only messages that have not been submitted to the email provider. Submitted email cannot be recalled.

An accepted send is not proof of delivery. Delivery and open events appear separately. Retry is available only for confirmed rejected recipients that have no evidence of a released message.

Tester email choices

The tester portal has a settings cog beside the welcome heading. Testers can control updates and reminders separately. Turning a choice off cancels only queued email of that kind. It does not remove portal access or recall submitted mail. No reminder is scheduled by default.

Export and withdraw

The same settings area has participation and data controls. A tester can download a JSON export, download their files and Replay originals, or withdraw from the project. Withdrawal needs explicit confirmation. It ends tester access and cancels queued optional email, but it does not delete the person's submissions or files.

The separate privacy page stays available while Testbench is paused if the tester still has a valid session. A project administrator can also export a tester's data or record a withdrawal from the tester roster.

Retention and anonymization

Open Project Settings → Testbench → Data retention. Keep withdrawn tester records until an administrator removes them, or request anonymization after 30, 90, or 365 days. Automatic cleanup is off until an administrator selects and confirms a period.

An administrator can also request anonymization for one withdrawn tester. This permanent process removes or replaces private Testbench identity, applications, access records, survey answers, consent text, tags, cohort links, and feedback text. It keeps non-identifying participation and delivery counts.

Files and records that were promoted to project tickets, Support cases, comments, or other shared project areas stay in those separate records. Support conversations are outside Testbench removal. Provider delivery records and backups follow their own retention policies.