Setting up a study in Lookback is not just a technical step.
It is where many of the most important decisions about quality, relevance, and impact are made.
WHEN TO READ THIS
Read this article if you are:
• about to set up your first study in Lookback
• unsure how projects and rounds are meant to be used
• running multiple methods, segments, or iterations
• experiencing confusion before a live or unmoderated launch
THE MOST COMMON PROBLEM
The most common problems do not happen during sessions.
They happen before the first participant ever joins.
Typical issues include:
• choosing the right method but configuring it poorly
• skipping previews and test runs
• mixing different study goals into the same round
• assuming setup is mostly technical
In Lookback, setup is part of the research design.
PROJECTS AND ROUNDS
Lookback separates research into Projects and Rounds.
This separation is intentional.
Projects
A project represents a long-lived research space.
Projects typically correspond to:
• a product or service
• a feature area
• an initiative or strategic theme
All recordings, notes, findings, themes, and highlight reels live at the Project level.
Projects are designed to persist over time.
Rounds
Rounds represent individual studies within a project.
Rounds are used to:
• run different research methods
• work with different participant segments
• test variants (A/B-style setups)
• run iterative studies over time
Creating a new round does not separate findings.
It separates data collection contexts.
A TYPICAL SETUP FLOW
A common and effective pattern looks like this:
• define the project and its goals
• choose the appropriate research method
• create one or more rounds
• preview and test the experience
• launch with real participants
Skipping steps - especially previews - is the fastest way to create avoidable problems.
PREVIEW LINKS ARE NOT OPTIONAL FOR BEGINNERS
Lookback starts sessions differently than video conferencing tools.
Rooms are created after the participant is ready and has joined.
This design reduces friction during real sessions, but it also means previews matter.
Preview links allow you to:
• experience the study exactly as a participant will
• verify permissions, devices, and flows
• understand how sessions get started in Lookback
• catch configuration errors early
Many “things went wrong” situations are preventable by previewing.
CONFIGURATION VS DESIGN
Some setup decisions are technical.
Many are research decisions disguised as configuration.
Examples include:
• device targeting
• language selection
• task structure and ordering
• observer access
Treating setup as purely mechanical often leads to poor data.
SETTING UP FOR COLLABORATION
If stakeholder involvement matters - and it usually does - setup is where that begins.
Consider early:
• who should observe live
• how notes and discussions will be shared
• what stakeholders care about right now
Impact is shaped long before findings are presented.
WHAT TO READ NEXT
• Running Moderated Sessions – for live session workflows
• Unmoderated and AI-Moderated Research – for task design and follow-ups
• Working With Stakeholders in Qualitative Research – for collaboration and impact