Participant Import Template

The participant import template can be downloaded from the Participant Import page.

There are mandatory columns that are required for a successful import. If you do not wish to include all recommended headings, feel free to remove these.

Using the AskYourTeam recommended demographic headings and adding additional column(s) will create customisable demographic categories on import. This may include information like Department, Employment Type etc.

ID

Recommended. Active Directory, CRM's and the majority of HR/payroll systems will assign a person's system record with a unique identifier such as an employee number, customer number, membership ID etc.  Using a unique ID helps ensure AskYourTeam can differentiate between participants that might have the same name, and helps when updating a participant's email, mobile number, or name, should someone get married.

First Name

Mandatory. This is the first name of the participant.  Characters accepted are A-Z, a-z, selected macrons and special characters ,.'-

The first and last name columns are mandatory, so the import process will fail if there is no first name for a participant.

Last Name

Mandatory. This is the last name of the participant.  Characters accepted are A-Z, a-z, selected macrons and special characters ,.'-

The first and last name columns are mandatory, so the import process will fail if there is no last name for a participant.

Email

An email address should be unique and have the format of yourname@example.com

This is mandatory if a participant is to receive their survey invitation via email. If email and mobile are both blank, the participant will be treated as a passcode participant.

Mobile

Mobile numbers should be in the recommended format of +64211234567.

This is mandatory if a participant is to receive their survey invitation via SMS and not via email. If mobile and email are both blank, the participant will be treated as a passcode participant.

Gender

Supported gender values include - female, gender diverse, male.

AskYourTeam strives to be an inclusive organisation. Gender identities are complex and for many people, describing themselves as just a man or just a woman has always been inadequate.

Why only 3 identities?

AskYourTeam reports require a demographic group to meet a minimum threshold before displaying results.  Should we list all gender identities (facebook has over 70), this would likely result in no reports being generated for minority gender identities.

If you do not wish to use our Gender options, please remove our column header. To add your own options, this can be done with pre-populated options within your import file under a different heading, or by adding a new category to your demographic library and having your survey respondents enter this themselves.

Date of Birth

AskYourTeam recommended demographic category

The recommended date format is dd/mm/yyyy. The date will automatically assign the participant into one of our default age ranges for reporting.

Any time the participant is added to a new survey over time, their age range will be re-validated and assigned to the correct range at the time of the survey.

If 'Age' is set-up as a self-reporting demographic in a survey, the participant will be asked to select the Age range that they fall into. No Date of Birth will be stored for these participants.

AskYourTeam Age ranges:

• Less than 18 years

• 18-25

• 26-35

• 36-45

• 46-55

• 56-65

• 66+

If do not wish to use the default age range, please remove the 'Age' column from your import and add your own age range column.

NOTE: Your new column can not use 'Date of Birth' or 'Age' because these are pre-selected for use by the system. Alternative column headings could be "Generation", "Age Group" or "How old are you?"

NOTE: We will not map dates to your custom age range values. You will need to provide the range value in the import file

Start Date

AskYourTeam recommended demographic category

The date the participant started with your organisation as an employee, a member or a volunteer. The recommended date format is dd/mm/yyyy. The date will automatically assign the participant into one of our default age ranges for reporting.

If 'Length of Service' is set-up as a self-reporting demographic in a survey, the participant will be asked to select the Length of Service range.  No Start Date will be stored for these participants.

AskYourTeam Length of Service ranges:

• Less than a year

• 1-2 years

• 3-5 years

• 6-9 years

• 10+ years

If do not wish to use the default length of service range, please remove the 'Start date' column from your import and add your own length of service range column.

NOTE: Your new column cannot use 'Start date' or 'Length of Service' headings because these are pre-selected for use by the system. Alternative headings could be "Tenure", or "Years of service"

NOTE: We will not map dates to your custom length of services values. You will need to provide the range value in the import file

Language

Want to set the language for a participant? Enter a supported language locale into this field so the participant(s) receives the survey in their language.

If left blank, this will default to English.

Current language locales:

• en - English

• ar - Arabic

• fr - French

• es - Spanish

• mi - Te Reo Maori

Not all surveys support these languages.  Please confirm with your Customer Success Specialist to see if this is available for your survey.

Level

This is used to identify the participants management level within your organisation. Primarily used for the Blind Spot report, this allows for comparison between Executives and Staff.

For example, if you enter "Executive" next to the participants who are part of the Executive team in your organisation, this will set the level to allow comparison between Staff and Executives.

People Leader

Recommended if you are giving your leaders access to the survey reults. The People Leader feild is used to automate permissions by reporting lines so that leaders see the results of their direct and indirect reports.

In the import template, use the leader's ID (from column A) in the people leader column.