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.
This guide will teach you:
1. Add contacts
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.
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.
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
- Personal ID - If you do not want to enter a Personal ID, leave this column empty.
Here's an example to demonstrate how to set up the spreadsheet with the columns in the correct order:
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):
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.
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.
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.
After you have set up your Intro Fields, Click Edit to see more information.
2. Create lists
Click on Create list, give it a name and click on Save and close.
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.
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.
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.
3. Make changes
Once you've uploaded your information, you can always make changes to them.
- 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.
- 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.
- 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.