Topic: Invite Participants

Create participant list

You can invite your target groups by using lists with participants in the e-mail invitation tool of easyfeedback. You can create as many participant lists as you want and assign them to the individual surveys.

Once you add additional information and deposit it in the participant list you can personally address participants in the email invitation and the survey (mail merge function).

Furthermore, the participant lists still provide the opportunity to personalize the participation in the survey and to store additional information about each participant, which can be used as filtering criteria for the results.

Creating and using participant lists
In the participant lists, you can enter as much information as you like about each individual participant. You can use this feature, but you are not required to. However, at least one email address must be provided in order to send out invitations.

Email (Required for sending emails)
This information is required to send the invitations.
Salation, first name, last name (Optional: personally adressing in the invitation and survey)
Include data here, to personally address each participant. Using these placeholders, you can address the participants personall, bothy in the email invitation and in the survey. Participation in the survey is still anonymous, since these data is ONLY used for the personal invitation!
Reference Text (Optional: personalization)
If you store data in this column, the participation in the survey is personalized. This data will be displayed in the individual results, at free text answers and in the export files of the results. Possible personalizations are for example: 'John Doe', 'company XY' or a number '8521-00'.
Additional values (Optional: Values that can be used to filter the results, e.g., “Department, Manager, Gender, etc.”)
After the “Referencetext” column, you can enter additional values for each participant that you can use to filter the results. This allows you to prevent participants from entering incorrect information.
For example: a department, a company name, a manager, or any other values by which the results should be filtered.
The additional values can also be displayed in the email invitation and in the survey using placeholders.

Please proceed as follows, to create an new participant list:

Click on the menu Participants Lists
Click on Create new participants list
Import your list or enter the participant manually

Hint
Assign a unique name for each list. This will help to manage several lists and to import it into the right survey. The name for each list can be adjusted in the top part of page, clicking the 'pen' icon once you opened the list.

Enter participant manual

The predefined input fields (email, first name, last name, referencetext, additional values) you can be used to manually add participants to the list. Enter at least an email and click 'Add'.

Import participants

You can easily import your participants, too. Please use only the following format to import list files: xls, xlsx and csv. Templates for download are already stored for you, to serve as templates.
Please note: Your list must exactly match the template's fields:

Column: email
Column: title
Column: firstname
Column: lastname
Column: referencetext (personalizing)
Column: custom1
Column: custom2
Column: custom3
Column: custom4
Column: custom5

Visibility of the Participant List to Other Users

A newly created participant list is automatically assigned to the user who created it.
When you open a participant list, you’ll see options at the bottom left that control the visibility to other users. You have the following options:

Me: With this option, only you can view and use the participant list
Everyone: With this option, the participant list is visible to all users in your account
Selected teams: With this option, the participant list is visible to all users in the selected teams.