Contact List

A Contact list includes the people to whom you will email a questionnaire invitation and it allows you to send your questionnaire to a lot of people simultaneously, using the same invitation.


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This guide will teach you:

  1. Add contacts
  2. Create lists
  3. Make changes

NOTE

Benefits:

  • Before launching your questionnaire or campaign, uploading contacts will allow you to subsequently make a unique link to the questionnaire which will allow the system to automatically identify each respondent. 
  • If the campaign has a number of different questionnaires, the respondents will be directed to the active questionnaires without having to enter their personal details every time.
  • You can track contacts' progress and pre-fill certain parts of the questionnaire with their data - always a good idea to save people time!

1. Add contacts

1.1 Individually

1.2 Uploading from a .csv File


Select the tab Contacts from the top menu. You can then choose to add contacts individually (click on the circled person icon on the right) or to upload a .csv file with the information of the people you would like to send the survey to (click Upload contacts). The system will automatically assign a unique identifier to each respondent.

Contact List - upload contacts button

1.1 Individually

Once you've clicked on the icon to add contacts manually, a box will pop up where you can enter information for First and Last name, Email, Personal ID and specify to which list you would like this person to be added to. 


DEFINITION

formula definition  Personal ID is an optional field and can be used to identify each person with an ID of your choice. This could be an employee number or an ID of an in-house CRM system or other application.

Contact List-Create contact

Click Save and close when you’re done.

1.2 Uploading from a .csv File

In an Excel spreadsheet, enter the following information under the columns. It's really important to do it in this order: 

  • First Name
  • Last Name
  • Email
  • Personal ID - If you do not want to enter a Personal ID, leave this column empty. 
  • List

Here's an example to demonstrate how to set up the spreadsheet with the columns in the correct order:

Contact List - Excel file

Specifying to which list each person belongs to will enable you to send out the questionnaire to a named group of people. If you want to add someone to two groups, separate the groups by a '|', for example, example1|example2. The list will be created once you upload the file if it does not yet exist. 


Here's an example of how to specify whether someone should be part of two lists (top row) or one list (bottom row):

Contact List- two lists

If you're on the Enterprise plan or higher, you can add as many columns as you require, for example, add columns to include information about the company or role, as seen below.

Contact List- add additional columns


TIP

formula tipMake sure that the top row contains all the titles. The first entry should be in the second row.

NOTE

Set up Intro Fields with the corresponding External Fields name, to get the contact information pre-filled for you. 

NOTE

If you're on the Enterprise or ReportR plan, you can use Save contact details to automatically add people to your list.

Once you enter all the information into the spreadsheet, save it as a CSV file. Read here for more details about converting Excel files to CSV.


Now click on the button Upload contacts.

Contact List-Upload contacts button

A box will pop up, click upload, then Choose your file, select the file you want to upload, and click Upload and close. The system will then upload your entire file.

Contact List-Upload contacts file

 

WARNING

The maximum number of contacts that can be imported at a time is 50.000. If you want to import a file that contains more than 50.000 rows, we recommend splitting it up over multiple imports.

After you have set up your Intro Fields, Click Edit to see more information.

Contact List-edit all contacts

Contact List-edit contact - contact external fields

2. Create lists

2.1 Adding existing contacts to a list

2.2 Adding new contacts to a list


DEFINITION

formula definition A list can be based on departments, areas, companies, job functions, or any other way you want to group the people you want to send the questionnaire invitations to.

Click on Create list, give it a name and click on Save and close.

Contact List-Create contact list

2.1 Adding existing contacts to a list

Select individuals by ticking the box to the left of their name and then click the button on the top menu Add to list.

Contact List-Add contacts to list

Contact List-Add to list button

A white box will appear and by clicking the down arrow, you will be able to choose a list. Click Save and close and your selections be added.

Contact List-Choose list to add contacts to

2.2 Adding new contacts to a list

If you haven't uploaded a file yet, you can immediately add them to a list while uploading your file as explained earlier.

Contact List-Add contacts to list

3. Make changes

Once you've uploaded your information, you can always make changes to them.

Contact List-Make changes to contacts

  1. Edit - click on the pencil to edit details of a particular person or click the "X" to delete specific respondents. The "..." offers you the option to add them to a certain List or delete them.
  2. Delete multiple contacts - click here to delete everything, or select certain people by ticking the box next to their names and this button will delete only the ones you selected.
  3. Download - This button will download all the information you have for your respondents. This can be really useful if you've changed the details that you uploaded in the software and now you want to have an updated version in a file. The downloads that are 5000+ are split into queues.

What's next?

  • Limit the responses of your questionnaire - Using the Limit the responses of your questionnaire feature, you can control the number of the respondents that are taking your survey. Read below to see two ways how to prevent multiple responses from the same respondent.
  • Require Contact is a feature that allows you to control who can access your survey and makes the questionnaire only accessible to contacts. If validation fails, the participant is not able to fill in the survey but a configurable message will be displayed instead.
  • Email invitations are messages sent to your saved contacts containing a link to your questionnaire and are fully customizable. It is the best way to inform your contacts about your new questionnaire, and at the same time, by using our analytics tools, to track who has opened and clicked on your message.
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