> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartinterview.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Control respondent sampling with quotas

> Set overall and per-segment respondent targets for your survey. Quotas automatically screen out respondents once a target count is reached.

Quotas let you specify how many respondents you want to collect in total, and optionally how many per demographic segment. When a quota is full, Smartinterview automatically screens out new respondents who fall into that segment — showing them a customisable message instead of the survey. This keeps your data representative without manual monitoring.

<Note>
  Quota configuration is an expert feature. If you do not see the **Quotas** section in your survey settings, contact your account administrator to enable expert features for your account.
</Note>

## How quotas work

When you enable quotas on a survey:

1. **A slot is reserved** for each respondent who starts the survey. The slot is held for a configurable duration (the reservation window). If the respondent does not complete the survey within that window, the slot is released and becomes available again.
2. **Demographic screening** happens after the respondent answers the screener question (or when their URL parameters are evaluated). If the quota for their segment is already full, they receive the screenout message and the survey ends.
3. **Overall quota** caps the total number of completions regardless of segment. Once the overall target is reached, all new respondents are screened out.

## Setting up quotas

<Steps>
  <Step title="Open survey settings">
    In the **Survey Builder**, click the **Settings** tab in the header navigation, then go to the **Quotas** section.
  </Step>

  <Step title="Enable quotas">
    Toggle **Enable quotas** to on. The quota configuration options appear below.
  </Step>

  <Step title="Set the overall target">
    Enter the maximum number of completed responses you want to collect in the **Overall target** field.
  </Step>

  <Step title="Choose a segmentation mode">
    Select how to segment respondents:

    * **Question** — segment based on an answer to a radio-group or dropdown question in your survey.
    * **Variable** — segment based on a URL parameter passed when the survey link is opened.
  </Step>

  <Step title="Configure per-segment targets">
    * **Question mode:** Select the screener question from the dropdown. Smartinterview automatically lists the answer options and lets you set a numeric target for each.
    * **Variable mode:** Select the URL parameter variable, then manually add each expected value and its target count (for example, `male: 50`, `female: 50`).
  </Step>

  <Step title="Customise the screenout message">
    Enter the **Screenout title** and **Screenout message** that respondents will see if their segment quota is full. Keep the message polite and informative.
  </Step>

  <Step title="Set the reservation window">
    The **Reservation window** controls how many minutes a slot is held for a respondent who started but has not yet completed the survey. The default is 30 minutes. Increase this if your survey is long; decrease it if you expect many drop-offs.
  </Step>

  <Step title="Save">
    Click **Save** to apply the quota configuration. Quotas take effect immediately for any new respondents.
  </Step>
</Steps>

## Monitoring quota progress

Once a quota is active and respondents start completing the survey, a progress panel appears below the quota configuration. It shows:

* **Overall progress** — a progress bar with the current count against the overall target.
* **Per-segment progress** — individual progress bars for each segment value and its target.
* **Status counters** — counts of respondents currently in progress, completed, and screened out.

Click the refresh icon in the progress panel to update the counts manually.

## Screenout behaviour

When a respondent is screened out, they see the screenout message you configured. The survey ends immediately — no further questions are shown. The respondent's session is marked as `screened_out` and does not count toward the quota target.

Respondents who attempt to reopen the same survey link after being screened out are screened out again immediately, without re-entering the survey.

<Warning>
  If you reduce a quota target after respondents have already completed the survey, previously completed responses are not removed. The quota counts existing completions against the new target, so the quota may appear full immediately after you lower it.
</Warning>

## Best practices

* **Set realistic per-segment targets that sum to the overall target.** If segment targets add up to more than the overall cap, the overall cap is reached first and some segments will fall short of their individual targets.
* **Use a screener question that appears early.** Place your demographic screener question near the beginning of the survey so respondents are screened out before spending time on irrelevant questions.
* **Test with the reservation window in mind.** If you run a pilot with a small team and everyone starts the survey without completing it, slots may be held for up to 30 minutes, making the survey appear fuller than it is. Lower the reservation window during testing.
* **Monitor progress regularly.** Quota fill rates can vary significantly depending on the time of day and your distribution channel. Check the progress panel before and during fieldwork to catch imbalances early.