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:

1. Select Add Participant. This will create a new row at the top of the participant table.
2. Double-click a cell to enter the participant's information. The first and last names are required fields.
3. 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.

Edit participant information in the library

To edit a participant's information in the library:

1. Use the search or filters to find the participant or participant group you would like to edit.
2. 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.
3. 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.

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:

1. Navigate to the My surveys page.
2. Find the survey the participant is in.
3. Select the three dots on the survey card to show the menu, select Edit.
4. Go to Step 5: Participants and make your edits in the participant's row.
5. 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.

Delete a participant from the library

To delete a participant from the library:

1. Use the search or filters to find the participant you need to delete.
2. Select the dash icon to the left of the participant's row.

Deleting a participant from the library will remove them from draft or pending surveys. It will not remove the participant or their responses from any previously completed surveys.

You can also clear your library via participant import. When you import a participants file, you can choose to remove participants who aren't in the new file, which effectively clears out everyone not in the upload.

Delete a participant from a survey

You can't delete a participant if they have started or completed their survey.

To delete a participant from a draft or pending survey:

1. Go to My surveys.
2. Find the survey you need to remove the participant from.
3. Select the three dots on the survey card to show the menu, select Edit.
4. Go to Step 5: Participants and uncheck the box to the left of the participant's row.

You can delete all participants added to your survey (bulk delete) by deselecting the box in the top row. If you can't see it, ensure you've selected the Participants in the survey view.

What happens when you delete participants

There are two places in AskYourTeam where you can remove someone, and they do different things. Pick the one that matches what you're trying to do.

• Your participant library is the list of everyone in your organisation who can be invited to any survey.
• A survey's respondent list is the people who have been invited or added to one specific survey.

Deleting someone from your library

Use this when the person has left your organisation, or when you no longer want them available for future surveys. What it does to their surveys depends on the survey's state:

• Draft survey: they're removed from the respondent list.
• Pending survey: they're removed from the respondent list. They will not receive the invitation when the survey opens.
• Active survey: they stay in the survey. Any invitations, reminders, and responses they have already received or submitted are kept. They're just no longer linked to your library, so any future updates to their library details won't flow through to the survey.
• Closed survey: nothing visible changes. Their responses and your reports stay exactly as they are.

Removing someone from a specific survey

Use this when you want to take one person out of one survey, without affecting the rest of your library or any of your other surveys. Whether you can remove someone depends on the survey state and whether they have already responded:

• Draft, pending, and active surveys: you can remove a respondent as long as they have not submitted any responses yet. Their invitation, reminders, and place in the participation count are all removed.
• Active survey where the respondent has already responded: you cannot remove them. Once a response has been submitted, it's protected and the respondent stays in the survey and in reports.
• Closed survey: respondents cannot be removed. The survey is locked for reporting.

Removing someone from a survey never deletes them from your library. They'll still be available to invite to future surveys.