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E-mail touchpoint - Upload participants manually via the platform
Getting your survey to the participants (your customers, the employees within your company, etc.) is a very important step to get results in your touchpoint. After uploading the participants, the uploaded participants will receive an e-mail invitation and will be able to fill out the survey.
NOTE
Uploading participants is only possible for e-mail touchpoints, not for Ask Anywhere and , Website and In-app touchpoints. Learn here how to choose the best touchpoint type for your use case.
IN THIS ARTICLE
- Choose the best method to upload participants in your e-mail touchpoint
- Upload participants via the platform
- Overview of added participants
1. Choose the best method to upload participants in your e-mail touchpoint
There are several ways to upload your participants in an e-mail touchpoint
- Manual via the platform - discussed in this article
- Via API
- Via a file drop on our FTPs server
When should you upload participants manually?
- When you have a small group of participants
- If you want to test the whole flow yourself. Remember that in this case you can’t delete your data afterwards.
When certainly not?
If you have a dataset that you have to upload every day or if you want to survey customers immediately after their visit for example, manual uploads might be time-consuming.
Conclusion: It is useful to upload participants manually when you have a small dataset. If you have a large dataset to upload, you might want to consider the other options we provide.
NOTE
Manually uploading participants to a touchpoint can be useful to test it before launch. Still, we recommend uploading participants automatically with our API-connector or via File Transfer Protocol (FTPs).
2. Upload participants via the platform
a. How to get there
Option 1
Click on the touchpoint settings icon of the touchpoint for which you want to upload the participants.
Option 2
Click on touchpoint settings in the left navigation menu
Choose the touchpoint for which you want to upload the participants
Look for the participants block in the touchpoint settings overview.
b. Add one participant
To add one participant, click the button Add a participant in the Participants block of the touchpoint settings overview.
You will immediately go to a form where you can fill out everything you know of the participant you want to add. Only e-mail address and language are mandatory. The other fields are all optional. You can also add metadata to your participant. In case you touchpoint has mandatory metadata, do not forget to fill it out for the participant you want to upload.
c. Add multiple participants via file
To add multiple participants in once via the platform, you can upload a file with the participant information included.
- This file needs to be in .csv format (preferably UTF-8)
- Include:
- E-mail address (mandatory) : We recommend to name the column as e-mail address, since the platform will make the proper association with the metadata key from start
- Language code (mandatory) : our system expects the 2-character ISO 639-1 Code (for example: EN, FR, NL, ...). We recommend to name the column as language, since the platform will make the proper association with the metadata key from start
- Personal information about the participant (optional*)
- First name
- Last name
- Phone number
- Customer ID
- Extra metadata: anything else you know about the participant and the interaction they had with your company (optional* )
Optional metadata can become mandatory by selecting the option on the Metadata keys section of the touchpoint settings. When they become mandatory, they have to appear on the .csv files as columns (preferably with the same name as the metadata key they will be associated) or be associated to one of the columns present on the file.
To learn more about how to create a good participant file, read this article.
IMPORTANT
It is only possible to upload .csv files. You can easily create a .csv file in Excel. you just need to save the file as CSV UTF-8 file.
Once your file is ready, click Upload participants in the participants block of the touchpoint settings and a mini wizard will open.
STEP 1: Drop your file in the drag & drop area or look for the correct file on your computer
STEP 2: Map your columns with e-mail address, language, personal information and metadata. It is possible to add a new metadata key directly from the dropdown in case you can not find yet what you are looking for. Columns in your file that are not mapped will not be uploaded in our platform.
IMPORTANT
It is mandatory to choose a column for the metadata keys named e-mail address and language. You also need to check for other mandatory metadata keys and match them with a column. Otherwise, you won't be able to upload your participants.
STEP 3: Confirm the upload. A page with a progress bar is shown. You can safely navigate away from this page. This will not cancel the upload.
The participants will start getting processed. This process can take a while if there are a lot of participants and a maximum of 200.000 participants per day can be uploaded.
IMPORTANT
If the touchpoint is offline, the participants will get processed but surveys won't be sent yet. The processed participants will be put on "waiting for touchpoint" state until the touchpoint is put online.
Uploading new batches of participants do not trigger previous batches to be sent new surveys. Only participants on the new batch will be sent surveys (or put on quarantine if there is a quarantine period or quarantine group active).
3. Overview of added participants
a. How to get there
Option 1
Click on the touchpoint settings icon of the touchpoint for which you want to upload the participants.
Option 2
Click on touchpoint settings in the left navigation menu
Choose the touchpoint for which you want to upload the participants
Look for the participants block in the touchpoint settings overview and click manage.
b. Participant overview
The participant overview shows a list of all participants that have been added to your touchpoint with their latest status.
You can sort on all columns and you can also filter out the different states.
When no name and last name are provided, a '-' will appear on the Participant column.
c. Upload history
In the upload history, you can see all the participant batches that were uploaded:
- Via API: every time you perform an API call to add a participant (regardless whether there's one participants included in the call or multiple), it appears in this list.
- Via FTP: every time a file is dropped on the FTP server, the file appears in this list.
- Via the platform: every time a file is uploaded via the platform, the file appears in this list.
You see the total amount of rows in the batch, split by still processing, processed and error. When clicking on the number of errors, a side panel opens to show you what went wrong.
IMPORTANT
Please note that the records of uploaded batches and API calls are retained for a period of 90 days. After this timeframe, they will no longer be accessible in the upload history.