Demographic Library

Your Demographic Library is where you create and store all demographic information you want to use in your surveys and for reporting.

Demographics are structured as a category with options within it.

• Demographic Category: This is a group of demographic options. For example 'Location' and 'Department'.
• Demographic Option: These are the values within a demographic category. 'San Francisco' and 'Sales' are examples of demographic options.

The library allows you to add demographic categories and options to any survey template. For example, you may have a collection of demographic categories for your employees, another set for your customers and another set for suppliers. So, your library allows you to publish multiple surveys simultaneously using any combination of demographics.

Participants may already be associated with a demographic option when you import them into your participant library. If you don't have their demographic information, you can collect it during the survey.

AskYourTeam's recommended demographics

There are a series of demographic categories that we recommend and that are displayed by default in your Demographic Library:

• Age
• Length of Service
• Gender
• Level

These demographics will be labelled 'Recommended'.

You can't delete these demographic categories from your library. You also can't import or create your own custom demographic categories with the same names. For example, if you want to use different age ranges than those included the AskYourTeam's Age demographic category, you would need to create your own one and call it a different name, like 'Age range'.

Age and Length of Service

These demographic categories have additional functionality. They will take date from your participant library and convert it to the appropriate demographic option for the participant. For example, if someone fell into the 18 to 25 age group in a previous survey, they will automatically be included in the 26-35 after their birthday for future surveys.

Creating demographics

You can create demographics by importing participants with demographic information included or by creating them within your demographic library.

Each demographic category must contain demographic options.

For example, if the demographic category is 'Department', demographic options might be:

• Customer Service
• Development
• Finance
• Human Resources
• Marketing
• Sales

Via participant import

If you've included demographic information when importing participants, those demographics and their options will be automatically added to your demographic library.

Example 1:

If 'Department' is a new demographic category and participants are imported with this information, 'Department' will be automatically added to your library.

Example 2:

If 'Marketing' is a new demographic option and participants are imported with this value, 'Marketing' will be automatically added to your 'Department' category in the library. 

Within the demographic library

To create demographic categories in your library:

1. Go to Library > Demographics.
2. Select Add New Demographic.
3. Enter the demographic category name.
4. Select Save.
5. (Optional) If you would like a different label to be displayed in surveys, you can enter one in the Survey display name field. For example, if the category name is 'Gender' the survey display name might be, 'What gender do you identify as?'. Make sure to click outside of the text box to save any changes.

To create demographic options in your library:

1. Go to Library > Demographics.
2. Select the Demographic Category to want to add the option to.
3. Select Add new demographic option.
4. Add name for new option and select Enter or Return.

Demographic options are displayed in alphabetical order by default. If you'd like participants to see demographic options in a different order, use the 3 lines to the left of the option to drag and drop it into a different position.

If a demographic category has fewer than 20 options, each demographic option will be shown to the user as a group of buttons they can select from.

If a demographic category has more than 20 options, the demographic options will be shown to the user in a dropdown list they can browse and select from. This is done to improve the user experience when large numbers of options are required.

Enable participants to choose multiple options

If you want to allow participants to choose multiple options for a demographic:

1. Go to Library > Demographics.
2. Select the demographic category you need.
3. Select the Enable multiple selection checkbox.

Changes made in the demographic library will only flow through to draft and pending surveys.

Editing demographics

You can edit your demographic category or option names (for example to correct a spelling mistake) within the Demographic Library.

To edit a demographic category or option:

1. Go to the Demographic Library.
2. Find the demographic category or option you want to edit.
3. Select the category or option title.
4. Make your changes.
5. Click out of the text box to Save.
6. If the category or option is associated with participants, you will be prompted to confirm you would like to continue with the change. Continuing with the update will apply this change for all associated participants in all draft, pending and active surveys.

Demographic categories or options on closed surveys will not have this information updated. To make changes to closed surveys, please contact our Customer Success Team.

Deleting demographics

You can delete any demographic categories or options from the Demographic Library, with the exception of AskYourTeam's recommended demographics.

To delete a Demographic Category:

1. Find the category you want to delete.
2. Expand the category using the arrow on the right of the demographic category card.
3. Select Delete. You will be prompted whether to Continue or Cancel. This prompt informs you that continuing with the deletion will remove the demographic category and all associated demographic options from all draft, pending and active surveys. Closed surveys will not be affected by the change.

To delete a Demographic Option:

1. Find the Demographic Category related to the option to be deleted.
2. Hover over the demographic option to delete
3. Select the trash can icon. You will be prompted whether to Continue or Cancel. This prompt informs you that continuing with the deletion will change any associated participant records to blank.

Demographics and the minimum threshold

The minimum threshold is the number of responses needed before you can generate a report. It is usually set to 5 but can sometimes be as low as 3. The minimum threshold protects participants' identities by helping ensure that their answers can't be linked to them.

This means if the minimum threshold is 5, then at least 5 people with the same demographic option (e.g. their location might be Auckland) need to have completed the survey before their results show in the survey reports.

This also applies to combinations of demographic options as well. For example, you can't filter for scores using the demographic options Sales AND Auckland, unless at least 5 people in the Auckland Sales Team have completed their survey.

When creating a survey, we will let you know if you have enough participants for a single demographic option. If you have too few, you may choose to remove the demographic category from the survey or edit the participants' demographics.