Participants Tools (360)
What's on this page
About Participant Tools
In every 360 project, you have access to tools that you can use to manage the participants uploaded into your project. To get to these tools, navigate to the Participants section of the Participants tab, then select Tools.
Manage Metadata
You can manage the all the metadata for your 360 project using the Manage Metadata tool. Editing metadata here won’t affect metadata in the directory, but it will affect metadata for the whole 360 project.
Qtip: Want to delete multiple metadata fields at a time? Check the box next to each field you wish to delete. Then click the trash icon next to the Field Name column header.
Update All Responses With Current Metadata
Warning: The following method can be used to update metadata. Do NOT use it to change existing relationships!
If you have made changes to your participants’ information by importing the same participants with new metadata (be careful to include the correct unique identifiers for each subject and evaluator) or through the participant information window, you will want to make sure these updates are reflected in your responses, reports, and dashboards. Update All Responses With Current Metadata updates this information for every single one of your participants.
Attention: Updating all responses with current metadata will update the recorded date in the Data section.
Qtip: If the Update All Responses with Current Metadata job is stuck at the same percentage of completion for 2 or more hours, try running the job again.
Manage Relationships
Manage Relationships allows you to manage all the custom relationships in your 360 project. You cannot edit the built-in relationships. This includes Peer (subject to subject) and Manager (direct report to manager).
Adding and Removing Relationships
Qtip: If the relationship has participants, you will be asked to confirm your decision. Any responses associated with the relationship will be lost. This action is irreversible.
Translating Relationships
Translation Options
If you click on the header of any of your translation columns, you will have several options for managing your translations.
Export Participants
You can download a file containing the project’s subjects, evaluators, or managers. This file will be in a CSV format.
Attention: This file does not contain information on evaluator and subject relationships. For this reason, do not use this file as a template for uploading participants.
Understanding your exported participants list
Here’s a guide to the columns you’ll see in your exported file.
- Status: Whether the participant has completed their response, or if you are still waiting for them to respond.
- Nominations Received: How many people (excluding the self) the participant has been asked to evaluate.
- Nominations Sent: The number of evaluators assigned to the subject, excluding the self.
- Evaluations Received: The numbers of evaluations completed of this subject, including the self-evaluation. This should be 0 for external evaluators because they are not subjects.
- Completed Evaluations: How many evaluations (excluding the self) the participant has completed.
- Self-Evaluation Complete: Whether a self-evaluation still needs to be completed. This field will have a value of 0 if the subject did not complete the self-evaluation and a value of 1 if they did complete the self-evaluation. External evaluators will always have a value of 1 because they do not need to complete a self-evaluation.
The export will also include each participant’s first and last name, unique identifier, username, user type, last login date and time, and metadata.
Qtip: All collected responses, including partial responses, are marked as completed in the participants tab.
Download All Reports
When selected, Download All Reports will download a PDF of every subject who has at least 1 response. Reports for subjects with 0 responses (no data) will not be downloaded.
Qtip: Report availability criteria does not impact the ability to download all reports.
“Download all reports” is not available on the Evaluators subsection because evaluators don’t have reports. This option also doesn’t display on the Managers subsection because not all managers are subjects, although they can be.
Qtip: Use the Search bar or select specific participants if you only want to download a few PDFs at a time.
Qtip: When you download reports, that version of the report becomes cached for a period of time. If there are edits to the report, they may not immediately reflect in your download. If the project is active, then the cache will update after 10 minutes, and you can download the edited report after the cache updates. If the project is closed, then you must regenerate reports for the edits to reflect in the download.
Export Nominations
Qtip: This file includes subjects and evaluators, and splits relationships onto separate rows. For this reason, it is good to reuse as a template file for uploading 360 participants!
You can export a list of all nominations by selecting Export Nominations under the Tools menu.
You can decide whether you’d like this file in CSV (comma separated), TSV (tab separated), or SSV (semicolon separated) format.
Columns in the exported file
- FirstName, LastName: The first and last name of the evaluator who was nominated.
- EvaluatorEmail: The evaluator’s email.
- EvaluatorUniqueIdentifier: The unique identifier of the evaluator.
- SubjectUniqueIdentifier: The unique identifier of the subject they were nominated to evaluate.
- Relationship: The relationship of the evaluator to the subject.
- Solicited: “TRUE” if the nomination was solicited and “FALSE” if it was not solicited. Whether or not a project allows unsolicited nominations is configured in Participants Options.
- NominatedByUniqueId: The unique identifier of the person who made the nomination. This can be the subject themselves, but it may also be the administrator who created the project or a manager, depending on who you allow to make nominations.
- NominatedOn: The date and time the nomination was made.
- Method: How the nomination was made. These include,
- Imported: The nomination was imported.
- Added using automatically add evaluators option: When adding subjects and evaluators manually, the nomination was created due to the “automatically assign evaluators based on relationships” option.
- Added unsolicited: The nomination was an unsolicited nomination.
- Added during response import: The nomination was created as a result of an imported response.
- Added by subject: The nomination was added by the subject.
- Added by admin: The nomination was added by a manager.
- Automatically generated: The nomination was created automatically; it is either a round-robin nomination or a self-evaluation.
- Status: Indicates if the nomination was approved or declined. Statuses include approved, waiting, denied, and denied by evaluator. See Participant Options for more information about declining nominations.
- ResponseId: If a response has been submitted, the response’s ID.
- SubjectFirstName:The first name of the subject they were nominated to evaluate.
- SubjectLastName: The last name of the subject they were nominated to evaluate.
Reimporting Exported Participant Lists
You can import participant lists that have been exported, making updating many participants quick and easy. When reimporting an exported participant list, make sure to remove the columns listed below. These columns represent internal Qualtrics fields. If these columns are included in a participant import, then these fields will be saved as participant metadata. Usually, these fields aren’t useful for reporting purposes, so we recommend removing the columns from your import. The columns to remove are:
- Solicited
- NominatedByUniqueId
- NominatedOn
- Method
- Status
- ResponseId
Approve All Nominations
Updating Participants
You may want to update, add, or delete participant metadata values for your 360 project. You can do so by importing an updated file.
Qtip: Check out CSV & TSV Upload Issues for help troubleshooting your import.
Remove Participants
There are a couple different ways to remove participants. One is a manual approach where you select participants and remove them by pages of the Participants tab. The other is a convenient import process where you can upload a list of Unique IDs for the participants you’d like to remove.
Warning: Once participants are removed, the participants and their responses are not retrievable! Only select this option if you are absolutely sure!
Manual Removal
See also Managing Participants.
Qtip: You can only delete users together if they are on the same page of the Participants tab. If you go to the next page, any selections you made on the previous page are deselected.
Bulk Removal Through Import
Qtip: If you’re not familiar with your participants’ unique IDs, you may want to export your participants list.
Reset All Nominations
Reset All Nominations will let you remove all the evaluation relationships from the project. This does not just count for nominations that subjects set for themselves, but all evaluators set for the subject.
Warning: Once nominations are reset, they are not retrievable! Only select this option if you are absolutely sure!
Manage Previous Jobs
If you have recently imported your participants or chosen to Update All Responses With Current Metadata, the Manage Previous Jobs tool will allow you to look back on a history of your imports. This history shows the same content regardless of whether you are in the Subjects, Evaluators, or Managers section.
You can re-download any previously exported files from this menu by clicking Download next to a job. Exports are available in CSV (comma separated), TSV (tab separated), or SSV (semicolon separated) format.
Otherwise, “Manage Previous Jobs” works exactly the same in 360 as “Manage Imports/Updates/Exports” does in other Employee Experience projects. See also Job Queueing.
Update Unique Identifiers
Qtip: Instead of updating unique identifiers in a project, we recommend doing it in the employee directory.
Update Unique Identifiers allows you to change the unique identifiers of the participants in your project. To do so, you need to know the participants’ current unique identifiers. If you’re unsure of this information, try looking up the participant you want to change or exporting your participants list.
FAQs
Who assigns relationships in a 360?
Who assigns relationships in a 360?
Managers can assign relationships if Managers May Choose Evaluators is turned on.
Subjects can only assign relationships if Subjects Nominates Evaluators and the sub option Allow subjects to select relationships are both turned on.
Administrators (e.g., those with project-creation capabilities) can always assign relationships. Administrators can change relationships as well after evaluations have been submitted. This is done by clicking on the name of the subject in the Subject subsection, viewing the Evaluators list for that subject, clicking on the relationship for a particular evaluator, and selecting the new relationship from the dropdown list.
How do you mass upload all of your subjects or evaluators into a 360 project?
How do you mass upload all of your subjects or evaluators into a 360 project?
Does order of the metadata matter when organizing your 360 participant file?
Does order of the metadata matter when organizing your 360 participant file?
How can you assign a manager to subjects without the manager being also assigned as an evaluator?
How can you assign a manager to subjects without the manager being also assigned as an evaluator?
I created new metadata fields, but they are not reflected in my 360 reports. What's happening?
I created new metadata fields, but they are not reflected in my 360 reports. What's happening?
For future reference, if you’d like to update metadata fields without then having to individually update participants, see the Updating Responses with New Metadata page.
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