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Adding Subjects, Evaluators, & Managers (360)

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About Adding Subjects, Evaluators, & Managers

Before you conduct a 360, you need to figure out who will be participating. This page will cover the different kinds of participants, their relationships, and how to upload them properly to your 360 project.

Attention: Regardless of project status, any changes you make to metadata when uploading existing directory members to your project will not affect their metadata in the directory. (Note: This warning only applies to metadata. Person metadata changes, such as name changes, will always affect the directory, since they are changes to how the participant’s personal information is stored in the employee directory.)

Differences between Subjects and Evaluators

Subjects are the participants being evaluated in your 360. Evaluators are the participants who evaluate a subject.

It is possible to be a subject and an evaluator at the same time. For example, I may evaluate you, but then my manager evaluates me, making me a subject and your evaluator. A person who self-evaluates is their own subject and evaluator. It’s also possible to only be a subject or an evaluator.

You can easily make a subject an evaluator by assigning that subject as someone’s evaluator. On the other hand, to make an evaluator a subject, you have to carefully upload the participant with the exact same SubjectUniqueIdentifier (or email, if your brand doesn’t have unique identifiers) in the Subjects subsection.

Being a subject or an evaluator can determine which mailings you qualify for.

Relationships and Managers

Relationships explain how a subject and an evaluator know each other. For example, someone who works on the same level as me could be labeled my Peer or Colleague, depending on my company’s preference.

Qualtrics has several relationships built in by default:

  • Self: This relationship cannot be reassigned, and always refers to the subject’s self.
  • Manager: This relationship allows the evaluator to be displayed in the Manager subsection of the Participants section. Managers can have special tasks no other evaluators can. For example, managers can approve or view their direct reports’ subject reports. If John Doe is marked as Jane Smith’s manager, Jane Smith is automatically marked as John Doe’s direct report.
  • DirectReport: A direct report is someone who reports to a manager. If John Doe is marked as Jane Smith’s manager, Jane Smith is automatically marked as John Doe’s direct report.
  • Peer: This relationship indicates when a subject and their evaluator are on the same level. It does not have any special functions, and can be replaced in favor of any custom relationship you like.

The best way to define relationships is by using the Relationship column in the CSV or TSV file when you upload evaluators.

Relationship column in an importable file

You can create custom relationships by typing whatever you want into this column. These custom relationships can later be managed in the participant tools.

Qtip: If you need to correct a relationship after responses were collected, you can also assign relationships inside the Evaluator tab of the Participant Information Window.

Metadata

Metadata is any extra information you want to associate with a participant aside from the Qualtrics required fields (full name, unique identifier, and email). Examples include department, title, level, and team. Metadata is recorded as responses are collected, and allows you to control what questions will be displayed to certain subjects, as well as build data sources to further segment and analyze your data. Metadata is also a handy filter when reporting.

The best way to add metadata is by including additional columns in your subject and evaluator CSV or TSV files. You can include as many additional metadata columns as you like, since there is no limit to the amount of additional information you can associate with your subjects and evaluators.

Example metadata columns in an importable file

Qtip: If you forgot to add metadata until after responses were collected, you can also add metadata to one participant at a time inside the Participant Information Window.

Preparing Your Subjects File

Getting a Template File

  1. Go to the Participants section of the Participants tab.
    Selecting the Import Subjects option from the Add Subjects dropdown menu
  2. Make sure you are in the Subjects subsection.
  3. Click Add Subjects.
  4. Select Import Subjects.
  5. Click Example CSV to download a template file.
    Selecting the Example CSV option in the Import Subjects pop up window

Preparing the File

Example of a file with proper headers

  • Keep your header row! The only thing you should change in the header are Metadata 1 and Metadata 2. Instead of these headers, feel free to add any metadata you want, such as Office, Location, Department, and more.
  • Every row is a separate subject.
  • Every subject needs a first name, last name, email, and a unique identifier (such as an employee ID). The email will later serve as their login ID.
  • When you save the file, keep it as a CSV or TSV.
  • Add as many rows of subjects as you need. Your max file size is 100M
Attention: If this file has a UniqueIdentifier column, please see the Unique Identifiers page for additional instructions.
Qtip: If your license has SSO, make sure you upload your participants to the directory with their usernames before you upload participants! Once someone’s in the directory, you can upload them directly into the project without including the UserName column.

Preparing Your Evaluators File

Warning: Do not complete this section until you’ve uploaded your subjects!
Qtip: If your license has SSO, make sure you upload your participants to the directory with their usernames before you upload participants! Once someone’s in the directory, you can upload them directly into the project without including the UserName column.

Getting a Template File

  1. Go to the Participants section of the Participants tab.
    Selecting the Import Evaluators option from the Add Evaluators dropdown menu
  2. Make sure you are in the Evaluators subsection.
  3. Click Add Evaluators.
  4. Select Import Evaluators.
  5. Click Example CSV to download a template file.
    Selecting the Example CSV option from the Import Evaluators pop up window

Preparing the File

Example evaluator file with proper headers

  • Keep your header row! The only thing you should change are Metadata 1 and Metadata 2. Instead of these headers, feel free to add any metadata you want, such as Office, Location, Department, and more.
  • Every row is a separate subject-evaluator relationship. For example, let’s say you want to add 2 evaluators for Jane Smith and 3 evaluators for John Doe. Even if some of these evaluators are the same people, you will fill out 5 new rows.
  • The FirstName and LastName columns are for the evaluator. These columns should reference the same person whose email is in the Evaluator Email column and whose unique identifier is in the EvaluatorUniqueIdentifier column.
  • The SubjectUniqueIdentifier column should match each UniqueIdentifier you designated when you prepared the subject file.
  • The Relationship column refers to the relationship of the evaluator to the subject. For example, if John Doe is Jane Smith’s manager, and John Doe is the evaluator, the Relationship should say Manager. If Jane Smith is evaluating John Doe, the Relationship should say DirectReport.
  • The metadata columns are for the evaluator. Try to keep rows where the evaluator recurs consistent.
  • When you save the file, keep it as a CSV or TSV.
  • Add as many rows of relationships as you need. Your max file size is 100M.

Importing Subjects or Evaluators

After you have prepared your subjects file or evaluators file, follow these steps to upload it. Remember to always upload subjects before you upload evaluators.

  1. Navigate to the Participants section of the Participants tab.
    Selecting the Import Evaluators/Subjects button in the Add Evaluators/Subjects dropdown menu
  2. Make sure you are in the correct subsection. Subjects MUST be uploaded under the Subject subsection, and evaluators MUST be uploaded under the Evaluators subsection.
  3. Click Add Subjects/Evaluators.
  4. Select Import Subjects/Evaluators.
    Verifying fields in the Import Evaluators pop up window
  5. Click Browse. Select the CSV or TSV you have saved.
  6. Verify the fields below. If they’re not showing up correctly, try going to More Options and changing the Delimiter.
  7. Once your fields look correct, click Import.

Adding Managers without Adding the Manager as an Evaluator

Sometimes you may want to add managers to your projects to perform administrative tasks or look at reports, but you do not want the managers to participate in evaluations. This section will walk through how to add managers without adding them as an evaluator.

  1. Upload your subject file as normal.
  2. In your evaluators file, add a column called ManagerID.
  3. For the value, enter the subject’s manger’s unique identifier.
  4. Import your evaluator file as normal.

Adding Subjects and Evaluators Manually

Qtip: If your license has SSO, make sure you upload your participants to the directory with their usernames before you upload participants! Once someone’s in the directory, you can upload them directly into the project without including the UserName column.

When you manually add subjects or evaluators, you must fill out the same columns as the ones in the CSVs described above.

To add participants manually:

  1. Navigate to the Participants section of the Participants tab.
  2. Make sure you are in the correct subsection. Subjects MUST be uploaded under the Subject subsection, and evaluators MUST be uploaded under the Evaluators subsection.
  3. Click Add Subjects/Evaluators.
  4. Select Add Subjects/Evaluators.

Adding Subjects

Adding Subjects manually in the Add Subjects pop up window

  1. For members that exist in your directory, you can use the search bar at the top. Type in a name and click the user to add them.
  2. Each row is a new subject. Fill out all the columns.
  3. Click the plus sign ( + ) to add a new metadata column.
  4. If you have participants already saved in your directory, you can assign them evaluators based on who’s already listed in their directory relationships. Just select Automatically assign evaluators based on relationships and select the eligible relationship types.
  5. When you are all done, click Add.
Attention: If this window has a Unique Identifier column, please see the Unique Identifiers page for additional instructions.

Adding Evaluators

Adding Evaluators manually in the Add Evaluators pop up window

  1. For members that exist in your directory, you can use the search bar at the top. Search for the Subject and the Evaluator, assign them a relationship, then click Add.
  2. Each row is a new subject-evaluator relationship. Fill out all the columns.
  3. Click the plus sign ( + ) to add a new metadata column.
  4. When you are all done, click Add.
Attention: If this window has an Evaluator Unique Identifier column or a Subject Unique Identifier column, please see the Unique Identifiers page for additional instructions.

Updating Responses with New Metadata

Warning: The following method can be used to update metadata. Do NOT use it to change existing relationships!

Sometimes, you will want to update the metadata for several subjects or evaluators, so that this data can be displayed in reports.

  • First, prepare a file with the updated metadata.
  • You only need to include the subjects/evaluators whose metadata is changing.
  • Remember that only external evaluators can be updated from the Evaluators subsection! Otherwise, everyone who’s a subject gets updated in the Subjects subsection.

Then, you go to Import Subjects/Evaluators, depending on which you are updating.

Under More Options, be sure to enable Update Responses with new Metadata.

Update Responses with new Metadata option in the Import Subjects pop up window

Then Browse for the file and click Import as normal.

FAQs