Participant Library
Your Participant Library contains the people in your organisation that you would like to survey. You can add all or specific groups of people from this library to any survey you create.
The Participant Library is located in the left menu. To access it select Library > Participants.
In this section, you can:
- import participants.
- create new participants
- delete participants
- edit participant information
Import participants
Importing participants allows you to add participants to your library in bulk.
You can import participants:
- by uploading a .csv or .xlsx file, or
- automatically by integrating your HRIS (People Management System) with AskYourTeam.
Create a new participant
This can only be done in the Participant Library.
To add a new participant:
- Select Add Participant. This will create a new row at the top of the participant table.
- Double-click a cell to enter the participant's information. The first and last names are required fields.
- Add as much demographic information as you can for the participant. We recommend at the minimum Age, Length of Service, Gender, Level and People Leader. Providing this information will allow for more accurate and comprehensive reporting.
đź’ˇDemographic you're looking for not available? You might need to create it in the Demographic Library before associating it with the participant. Learn more about the Demographic Library.
Edit participant information in the library
To edit a participant's information in the library:
- Use the search or filters to find the participant or participant group you would like to edit.
- Double-click on the cell you want to edit for that participant. Depending on the cell, you will either be able to type straight into the cell to make changes, or you'll need to select the relevant option from a drop-down or use the date picker. To remove information from a cell, click the cell and hit delete on your keyboard.
- Click out of the participant table or hit enter to save.
How the survey status impacts updates
If the participant is part of a survey, the survey status will decide how this is updated:
- Draft and Pending surveys: Changes will be applied to the survey(s).
- Active and Closed surveys: Changes won't be updated in survey(s). To make changes on a closed survey, you will need to go to the survey itself and follow the instructions in the following section.
đź’ˇ Tip: You can pin the first and last name columns in the Participant Library. This helps you easily see who that information belongs to as you scroll across and add or edit demographic information. To pin a column, hover over the column heading and select the pin icon.
Edit participant information in a survey
Within a survey, you can only edit a participant's demographic information. You can't edit any other information.
To edit a participant's demographic information in a survey:
- Navigate to the My surveys page.
- Find the survey the participant is in.
- Select the three dots on the survey card to show the menu, select Edit.
- Go to Step 5: Participants and make your edits in the participant's row.
- Click out of the participant table or hit enter to save.
How the survey status impacts updates
The survey status will affect whether your changes to a participant will be synced with the Participant Library.
- Draft and Pending surveys: Changes will be synced to the participant library.
- Active or Closed surveys: Changes will not be synced to the participant library. You will need to repeat the changes in the Participant Library.
đź’ˇRunning a survey where participants can select their own demographics? The demographics they choose will automatically be pulled through to the participant library.
Delete a participant from the library
Deleting a participant will not remove the participant's records from surveys they have previously completed or remove their responses from closed surveys.
To delete a participant from the library:
- Use the search or filters to find the participant you would like to delete.
- Select the dash icon to the left of the participant's row.
Deleting a participant will remove them from the participant library and any draft or pending surveys.
Delete a participant from a survey
To delete a participant from a survey:
- Go to My surveys.
- Find the survey you need to remove the participant from.
- Select the three dots on the survey card to show the menu, select Edit.
- Go to Step 5: Participants and uncheck the box to the left of the participant's row.
This action will:
- delete their data from your survey results if they've completed the survey, or
- prevent them from taking the survey or receiving communications if they haven't started it.