Participants are the people who are added to the project with the intention of them completing the survey. The participants workspace lists all the participants in the project. Participants can be invited to complete the survey and their survey completion status can be viewed. Here, participants may be added, edited and deleted. The participants menu contains tags showing participants according to the survey completion status, i.e. Not started, In progress and Completed. Additional tags can be created to group and manage Participants. Tags are optional. Participants may have more than one tag.
Adding and editing participants
Participants can be added by clicking the "+ Add Participants" button at the top of the page. From there, participants can be selected from Contacts or Participant Lists. Additionally, new participants can be quickly added without the need to use the Contacts and Participant lists.
Click the Edit button or the Delete button alongside a participant to make changes to, or delete, individual participants. To delete multiple participants, select the check boxes next to the participants to be deleted, then click the "Selected" button at the top of the screen and click Delete. A Confirm Delete warning message will appear with a list of the participants to be deleted and the options of confirm Delete of Leave.
- Add from Contacts or Participant Lists
- Add individual participants and anonymous participants quickly without the need to use the Contacts and Participant lists
- Import participants from a CSV file
Click the Edit button or the Delete button alongside a participant to make changes to, or delete, individual participants. To delete multiple participants, select the check boxes next to the participants to be deleted, then click the "Selected" button at the top of the screen and click Delete. A Confirm Delete warning message will appear with a list of the participants to be deleted and the options of confirm Delete of Leave.
When adding a contact or person to a project they become a Participant. Editing or deleting participants in a project does not delete or change the person's details in Contacts or Participant Lists. Conversely, after participants have been added to a project, editing Contacts or Participant Lists will not change the participant details in the project.
Quick Participant Add
The Quick Add feature can be used to quickly add a participant directly into a project without needing to add them to Contacts. Enter the name, email address or other details then click Save and the participant will be added to the project participants. Only one field is required. Adding a "Quick" participant does not add them to the Contacts.
Add from Contacts
Click the Contacts tab and select contacts to add to the project. Don't worry if the person already exists as a participant, they won't be added twice.
Add from a Participant List
Click the Participants Lists tab and select the Participant List to add all members of the Participant List to the project. Don't worry if any people already exist as participants, they won't be added multiple times.
Import participants from a CSV file
Multiple participants can also be imported directly into projects as participants. When people are imported directly into projects they are not added to Contacts in the Dashboard. Select the "Import CSV" button in the top menu. The process for importing participants is essentially the same as Importing Contacts.
The required data for importing project participants is First Name, Last Name or Email Address. Note, if you don’t enter an email address, you will need to manually provide the participant with the login link. So, for example, create columns in the CSV for First Name, Last Name and Email Address. Optional data fields include Tags, Organisation, Job Title and more.
When importing participants into Projects duplicate records are allowed and will be created in the project.
A message will appear to confirm successful import and to advise the results of the import.
The Participants Window
Viewing Participants
Depending upon the number of participants selected, the records may be shown over more than one web page. You may changed the Show options to see more participants. The default number to "Show" can be changed in Settings.
Important Note: If you have a very large number of records, and select the “Show all” option, it may take a longer time to display. Speed may be depending on factors such as browser type and your internet connection. If you experience problems, choose a lower number and then take action in batches.
Distribute Surveys or Messages by Email
Surveys or messages can be distributed by email from the "Mail" button at the top of the screen. There is a range of options for selecting participants to receive an email. Mail can be sent to "All" participants or to "Not started" and "In progress".
There are also options to be more selective. Select the check box next to individual participants. Then click the "Mail" button and choose Email. There is also an email icon alongside each participant to deploy surveys and send emails to individual participants.
Survey Links
Survey links can be viewed for individual participants or groups of participants. To view links for multiple participants, select the participants and then click on the "Selected" button at the top and choose links. A list will appear with the names and survey links of the selected participants. A survey link for an individual participant can be viewed by clicking on the survey link button alongside the participant.
Mail History
The Mail # column shows the number of emails sent to the participant. Clicking on the mail sent number exposes the email log with dates and details about emails sent along with other information like the date the person was added to the project.
Anonymised Responses
The Advanced tab in the Mission Settings includes the function to anonymize survey responses. When anonymising is turned on, participant details are anonymised when they complete and submit their survey. Administrators can turn this feature on and off. Users can anonymize but cannot turn the anonymise feature on.
This feature allows surveys to be distributed with names and email addresses and followed up with email reminders. However, once a participant has completed a survey, their personal details and email address are anonymized and no longer shown. The participant name is replaced with "Anonymous" and a number but their personal details are not shown.
Undelivered Email
When email is undelivered, an error message will apear and the Mail # column will show a red button. The date of the last successful email will be recorded in the "Mailed" column.
Deleting participants
When deleting participants a warning message appears with a list of participants to be deleted and asking if you are sure you want to delete them. Deleting participants does not delete them from Contacts or Participant lists.
Delete Removes Responses
Take care. After being deleted, the participants will no longer be able to complete the survey and all of their information and responses will be removed from the project and the final results.
Deleting a Participant does not change Contacts or Participant Lists
When a contact or person is added to a project they become a Participant. Editing or deleting participants in a project does not delete or change the person's details in Contacts or Participant Lists. Conversely, after participants have been added to a project, editing Contacts or Participant Lists will not change the participant details in the project.
Anonymising responses
Responses can be anonymous or anonymised.
There is a function to automatically anonymize responses in the Project and Mission settings. In this case, when a participant submits their survey responses their personal details and email address are automaticlly anonymised.
The anonymize option can be applied at any time. Either before, during or after a project is complete.
Anonymizing participant responses automatically on survey completion
The Advanced tab in the Mission Settings includes the function to anonymise survey responses. When anonymising is turned on, participant details are anonymized when they complete and submit their survey. Administrators can turn this feature on and off. Users can anonymise but cannot turn the anonymise feature on.
This feature allows surveys to be distributed with names and email addresses and followed up with email reminders. However, once a participant has completed a survey, their personal details and email address are no longer shown. The participant name is replaced with "Anonymous" and a number but their personal details are not shown.
Anonymized view
In an anonymized project, the participants name is changed to "Anymous" and a number is added simply for reference and not to identify in any way.
Emailing participants after anonymising
After a project is anonymised, the participant details are hidden, including their email address. You may still email those participants who have not completed the survey. A message will advise if the email selection contains anonymised responses.
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