Respondents are the part of the system where you manage all individuals who are to receive or have received a survey. The system supports many features and tools to facilitate your management of respondents (recipients of the survey). In this section, we will provide tips and explain concepts to help you handle your respondents.
Some basic information:
- All respondents are organized into groups
- When sending out a survey, you determine which individuals will receive the survey through groups
- A respondent can belong to multiple groups
Respondents have 6 submenus:
- Groups
- Respondents
- Background Data
- Import
- Export
- Search
Groups
In the submenu Groups, you can create/edit groups and add/remove/edit respondents from the groups.
Permissions - who can edit and use my group?
There are two ways to control who can edit dialogs. First, it is done through Permissions, where you simply decide which users should have access to the group. Then, you decide if the group should be open or locked.
Open - An open group can be used and edited by all users (provided they have permission for the group).
Locked - A locked group can only be edited by the user who created the group, but all users have the ability to use the group to send out surveys.
Add respondents to the group
Add a few respondents
If you want to add a few respondents to a group, you can do so in the group itself by Creating a Person.
Add many respondents
If you need to add many respondents, we recommend doing so via file upload of an Excel sheet, available under Import.
Organization Tree - when is it used?
In the group, you can create and organize your respondents using an organization tree. Organization trees are often used for employee surveys where you want to reflect your company's organizational structure to easily interpret the results at the departmental level.
More information about Navigators and how they can edit respondents and organization trees
Respondents
In the submenu Respondents, all your imported respondents are listed, and you can manage them individually. For example, you can update background data/personal information, unregister from future mailings, and delete respondents.
Background Data
Here, you determine which fields of background data should be available for respondents to have. In addition to 32 fixed variables, you have the opportunity to add 150 custom variables.
We recommend that you be careful when creating custom variables, be clear in the header so that there is no ambiguity about which variables should be linked to each background data. It is also easy to have several duplicates of variables (containing the same background data) over time, so be alert not to create a new variable that already exists.
Import
Here, you can import respondents into groups via:
- manually entering email addresses
- importing from a file
- importing respondents from another publication (mailing)
Tips when importing from an Excel file:
It's important to note that the respondent's background data needs to be structured in individual columns. For example, place all email addresses in column A, all first names in column B, all last names in column C, and so on.
We recommend adding a header for each background data in Excel. In the top row, specify what background data each column contains. This makes it easier when choosing which columns to import and to which background data they should be linked.
Export
Here, you can export respondents from groups and determine which fields of background data should be included in the export.
Search
Here, you can search for respondents, either through a free-text search or through selection/segments, and you can also see which respondents have unsubscribed (opted out of future mailings).
Selection/Segments
Here, you can search for respondents based on:
- Background data
- Belong to group
- Received mailing
- Answered mailing
Tips if you want to update background data for a specific selection:
Through selection/segments, you can easily search for a larger selection of respondents and choose to update information. Then, you can select which fields (background data) you want to update and to what.