1. Open your survey in Snap XMP Online and from the survey’s Summary navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.

3. The main overview area shows the Participants overview. An example of the overview is shown below.

This table describes each option in the overview summary.

Change the interview access for participants

You can change some of the participant’s settings in the Interview access dialog.

1. Open your survey in Snap XMP Online and from the survey’s Summary navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.

3. Click the Change Interview Access button to show the Interview access dialog.

4. The settings for interviewing can be changed and are described in the table.

5. Click Save to update the settings.

View participant details

The Participant list shows the list of all the participants in the current survey, along with their login details and invitation status.

1. Open your survey in Snap XMP Online and from the survey’s Summary navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.
3. Click on the Participant list menu item to view the participants.

4. The Participant list is displayed in the overview area.

The columns shown in the Participant list depend on the options selected when the participant data is uploaded from Snap XMP Desktop to Snap XMP Online.

Sorting the participant list

	Send email invitations only	Log in respondent only	Log in respondent with Send email invitations	Log in respondent with Seed database data
Login
Email address
Enabled
Status
Send invites
Opted out

The participant list can be sorted by Login or Email address. The list is displayed initially with the participants sorted by Login in ascending order.

1. Click the Email address column header to sort by Email address in ascending order.
2. The   icon shows that the sorting is in ascending order.
3. Click the Email address column header again to sort in descending order.
4. The  icon shows that the sorting is in descending order.
5. Click the Email address column header once more removes the sorting and no icon is displayed. Repeat the process to display a different sort order.

Expand the participant details

You can expand each participant to see a more detailed view of the invitation schedule and seeding data.

1. Click the button at the left hand side of a participant row to expand the information held for the selected participant.
2. The details are split into three sections.
   • Schedule shows the times that the invitations and reminders will be or have been sent.
   • Invitation seeding shows the participant data that is seeded in the invitations.
   • Questionnaire seeding shows the participant data that is seeded in the questionnaire.

3. There are four actions that can be performed on each participant from the expanded participant details.
   • Edit opens the Edit participant dialog where the participant’s details can be changed.
   • Reset opens the Reset participant dialog where aspects of the invitation can be reset.
   • Preview questionnaire opens a preview of the questionnaire for that participant containing the questionnaire seeding information.
   • Delete opens the Delete participant dialog where you can remove this participant from this survey.

The table shows the actions that are available for the different distribution options.

	Send email invitations only	Log in respondent (with any other options)
Edit
Reset
Delete
Preview Questionnaire

Edit a participant

The participants list initially shows the data that was generated in Snap XMP Desktop. If you need to make any changes you can edit the participant’s data including the seeding data in Snap XMP Online.

1. Click the Edit button that is at the right hand end of the participant that you want to edit. This displays the Edit participant dialog with the participant’s data entered.

2. The dialog is split into 3 sections
   • Identity and status displays the participant’s login details and invitation settings shown in the participant list.
   • Invitation seeding displays the seeding data that will be used in the invitation. In the example above, the First name is shown. There can be multiple fields in this section depending on how the invitation is set up.
   • Questionnaire seeding displays the seeding data that will be used in the questionnaire. The fields in this section depend on the initial set up in Snap XMP Desktop.
3. When you have made your changes click Save to save your changes.

These are the fields that are displayed with the different distribution options.

	Send email invitations only	Log in respondent only	Log in respondent with Send email invitations	Log in respondent with Seed database data
Login
Password
Email address
Enabled
Send invites
Opted out
Invitation seeding
Questionnaire seeding

Preview the questionnaire for the selected participant

The preview questionnaire option, available for each participant, will take you through a test version of the questionnaire for the selected participant. This allows you to check that any seeded data for the selected participant is entered correctly as you progress through the test questionnaire.

1. Click the  button at the left hand side of a participant row to expand the information held for the selected participant.
2. Click the Preview questionnaire button.

3. The survey preview page will display. Click the I understand – start the preview link at the bottom of the page to start the preview questionnaire.
4. When running the questionnaire you can check that the questionnaire seeding is showing the correct values for the selected participant.
5. The preview will not save any response data.

Filter the participant list

If you have a large list of participants you can view a subset of participants by using the filter function.

1. Click the filter symbol  on the column header that you wish to filter on.
2. This displays the filter dialog for the particular column.

3. Click
   • Filter to show the filtered participants
   • Clear to remove an existing filter on the selected column.

Add a participant

You can add a new participant to your survey.

1. Click the Add Participant button in the main participant list menu. This displays the Add participant dialog.

2. The dialog is split into 3 sections
   • Identity and status displays the participant’s details from the participant list.
   • Invitation seeding displays the seeding data that will be used in the invitation. In the example above the First name is shown, but there may be multiple fields in this section depending on the invitation set up in Snap XMP Desktop.
   • Questionnaire seeding displays the seeding data that will be used in the questionnaire. The fields in this section depend on the initial set up in Snap XMP Desktop.
3. The Login entered must be unique within the participant list for the selected survey.
4. The Email address must be a valid email address.
5. Values for the Invitation seeding may be left blank. You will need to consider the impact on the invitation wording when the emails are sent out.
6. Values for the Questionnaire seeding may be left blank. When the participant completes the survey the corresponding questions will be left blank also.
7. When you have made your changes click Save to save your changes.

These are the fields that are displayed with the different distribution options.

	Send email invitations only	Log in respondent only	Log in respondent with Send email invitations	Log in respondent with Seed database data
Login
Password
Email address
Enabled
Send invites
Opted out
Invitation seeding
Questionnaire seeding

Reset participants

The Reset button can be used to reset different aspects of the interview schedule for participants at both the individual or group level.

Reset a participant

1. Click the  button at the left hand side of a participant row to expand the information held for the selected participant.
2. Click on the Reset button in the expanded participant details.

3. This will display the Reset Participant dialog. The first line shows that you are about to reset the selected participant by displaying their login.

4. You are able to reset the
   • Activation time

This resets the time set for Participant activated and Access expires to the time that the participant is reset by clicking the Reset participants button. This is only shown when invitations are used.

• Invitations schedule

This resets the time scheduled for the invitations and reminders to be sent out. The first invitation is scheduled to the time that the participant is reset by clicking the Reset participants button. The following reminders are rescheduled according to the Days to wait before sending. This is only shown when invitations are used.

• Completion status

This resets the participant to the Not started status, discarding any partial responses but keeping submitted responses.

• Select the options that need to be reset.
• Click Reset participants to reset the participants.

Reset a group of participants

1. Navigate to the Participant list in the Participants section.
2. Click on the Reset button in the Participant list overview.
3. This will display the Reset Participants dialog where you select which participants you would like to reset.

4. There are three selection criteria available
   • All participants
   • By the participant’s Send invites status
   • By the participant’s completion Status
5. Click Next to proceed to select which aspects to reset.

6. You are able to reset the
   • Activation time

This resets the time set for Participant activated and Access expires to the time that the participant is reset by clicking the Reset participants button. This is only shown when invitations are used.

• Invitations schedule

This resets the time scheduled for the invitations and reminders to be sent out. The first invitation is scheduled to the time that the participant is reset by clicking the Reset participants button. The following reminders are rescheduled according to the Days to wait before sending. This is only shown when invitations are used.

• Completion status

This resets the participant to the Not started status, discarding any partial responses but keeping submitted responses.

7. Select the options that you require to be reset.
8. Click Reset participants to reset the participants.

Delete participants

You are able to delete participants from the participants list. You can delete a single participant or a group of participants.

Delete a group of participants

1. Navigate to the Participant list in the Participants section.
2. Click the Delete button to delete a group of participants.
3. The Delete Participants dialog displays and shows a number of selection options.

4. There are four selection criteria available
   • All participants
   • By whether the participant has opted-out
   • By the participant’s Send invites status
   • By the participant’s completion Status
5. Click Next to proceed to the delete confirmation message.

6. Check that you wish to delete these participants and tick the confirmation.
7. Click Delete to delete these participants from the survey.
8. When the deletion is completed you are shown a delete confirmation message. Click Finish.

Delete a participant

1. Navigate to the Participant list in the Participants section.
2. Click the button at the left hand side of a participant row to expand the information held for the selected participant.

3. Click the Delete {Login} button. A delete confirmation message is displayed.

4. The message identifies the participant by the Login. Check that this is the correct participant and tick the confirmation.
5. Click Delete to delete the participant from the survey.
6. When the deletion is completed you are shown a delete confirmation message. Click Finish.

Remove All Participants and response data

When your survey is finished you may want to remove all the participants from the Participant list and remove all the response data.

1. Open your survey in Snap XMP Online and from the survey’s Summary navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.
3. Click Remove Participants.
4. Select the check box I confirm I want to remove the Participants feature.
5. This cannot be undone. If you wish to proceed click Reset.

Export participants data

The participants’ data can be exported to an Excel or CSV file using the appropriate option in the Export menu.

1. Click on the Export menu. This displays two options to export to an Excel file or a comma separated values (CSV) file format.

2. When you have chosen the file format you need select the relevant menu option. The filename is given the name {Survey name} – participants with the suffix .csv or.xlsx depending on the export format selected. If there is more than one export for the survey the file name will have a bracketed number before the suffix. An example of an export file is Conference – participants.csv.
3. A download ready message is displayed once your file is exported. The file can be found in your download directory.

The post Managing your participants appeared first on SnapSurveys.

• provide the participants’ names and email addresses
• set up a requirement to login and seed the survey with participants’ login data
• seed the survey with other participants’ data that is used during completion
• create email invitations and reminders

The Upload Participants Wizard is used to set up participants for your survey and guides you through the following steps.

1. Select the file containing the participant data. The accepted formats are CSV or Excel.
2. Select whether you wish to link to participants, create email invitations and seed the survey with data.
3. Choose whether to run this as a standard or group questionnaire.
4. Define the email invitations and reminders.
5. Specify the mapping between the survey variables and the data fields.
6. Upload the participants in Snap XMP Online.

What you need in your file (for seed data, email invites and/or logins)

This table shows the required elements for each database record for the different operations.

	Unique email address	Unique participant login	Participant password	Fields containing data
Send email invitations
Participants login	Emails do not have to be unique for login	(may be email address)	If required
Seed data		(may be email address)		One database field per survey variable to load with data

An example of an Excel database file is shown below.

This data file contains

• unique email addresses used to send email invitations
• user names and password data used for participant logins
• two columns that contain seed data, First name and Age

Note: Age is a single choice question and the data refers to the codes

Upload participants using the Upload Participants Wizard

Use the Upload Participant Wizard to add your participants to the survey.

1. Open your survey in Snap XMP Online and from the Summary tab navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.
3. Click on the Participant list menu item to view the participants.

4. Click on Upload Participants to open the Upload Participants Wizard.

5. On the first page, click Select file to add the file with the participants’ data. The accepted formats are CSV and XLSX. Click Next.

6. On the next page, select the survey options for sending email invitations
7. If you want to invite the participants by email
   • Select Send email invites/reminders
   • In Email address field, select the spreadsheet column that contains the email address for the participants. This field is required and Snap XMP Online attempts to match the most likely column.
   • Select Seed data into invites/reminders if you want to seed data into the invitations, such as, name or surname, which can personalize the message.
8. If you do not want to use email invitations
   • Clear Send email invites/reminders. This disables the Email address field and Seed data into invites/reminders checkbox.
   • On the same page you can set whether to track respondents using login details or to create an anonymous survey.

9. If you want to track your respondents
   • Select Allow Snap Online to track your respondents for questionnaire seeding
   • In Login field, select the spreadsheet column that contains the Login for the participants. This field is required and needs to be unique as it is used to track the participant. Snap sets the default as the first column in the spreadsheet.
   • In Password field, select the spreadsheet column that contains the Password for the participants.
   • Select Seed data into questionnaire when your spreadsheet contains data that you want to default into the questionnaire as the participant is completing it.
   • Select Group questionnaire if you are running a group questionnaire. This is covered in the Group questionnaire section.
10. If you want to run an anonymous survey
    • Clear Allow Snap Online to track your respondents for questionnaire seeding. The other fields in this section become disabled.

• Click Next. If you have selected Seed data into invites/reminders the next page lets you set this up.
• Select a spreadsheet column from the Spreadsheet Column list and click Add next to the selected column. This adds another field below. Repeat for all the columns you need for your invitations and reminders.

• Click Next. If you selected Seed data into questionnaire the next page lets you set this up.
• Select a spreadsheet column from the Spreadsheet Column list then select the question to seed from the Snap  Variable list
• Click Add next to the row. This adds another row below. Repeat for all the columns you need for your questionnaire seeding

• In Single and Multiple Choice questions you can map values found in Spreadsheet Column to the code labels in Snap Variable. For each Spreadsheet Value select the corresponding Snap Variable Code Label. Click OK when you have finished returning to the wizard.

• Click Next. The overview summarizes the chosen settings for you to review.
• Click Upload to upload the participants to the survey. The results are displayed when the upload is complete.

Updating the participant data

During interviewing you may want to update the participants who are responding to your survey. This is done using the Upload Participants Wizard.

1. Open your survey in Snap XMP Online and from the survey’s Summary navigate to the Collect section.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.
3. Click on the Participant list menu item to view the participants.
4. Click on Upload Participants to open the Upload Participants Wizard.

The first page gives three options to update the participants

5. Select the option you require then click Next. The wizard shows the same pages as described in the Upload Participants Wizard section.

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