360 - Uploding Participants | Qualtrics

Step 4: Uploading Participants

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Making sure evaluations are sent to the right people is crucial when conducting a 360 assessment. Uploading a list of subjects is a must and depending on how you are conducting your assessment you may or may not need to upload a list of evaluators as well. Below you’ll find templates to use to upload subjects and evaluators as well as step-by-step guides to upload these files into our platform. Make sure to pay close attention when creating your files of subjects and evaluators as making mistakes can result in some people not receiving an assessment or information you want displayed in your form or report not showing up.

Uploading a List of Subjects

Every assessment requires a list of subjects. You can input subjects one by one into our platform but that can be time-consuming. We recommend downloading this sample subjects file and filling it out according to the tutorial video below. Once you’ve filled out the file, you can quickly upload it into our system.

When filling out the template, you will need to include the following information:

  • First Name for each subject being assessed
  • Last Name for each subject being assessed
  • Email address for each subject being assessed

You can also include additional information about each subject. This additional information is called metadata. Metadata is additional information you would like include about the subject, such as Team or Role, and each piece of metadata must be in its own column. Metadata can be piped into forms, reports, or emails. We recommend changing the columns from Metadata1 to something like “Team”. You can have as many metadata columns as you want but you should only include the information you will actually use for the 360 assessment.

Once you’ve filled out your file watch this video to learn how to upload your list and verify that your subject information is correct.

Uploading a List of Evaluators

You only need to upload a list of evaluators if you want to pre-assign who evaluates your subjects. If you are allowing your subjects to select who evaluates them you do not need to upload a list of evaluators. Similar to subjects you can upload evaluators one by one but it can be time-consuming. We recommend downloading this template, filling it out and then uploading it into our platform.

When filling out the template, you will need to include the following information:

  • First Name for each evaluator per subject they are assessing
  • Last Name for each evaluator per subject they are assessing
  • Email address for each evaluator per subject they are assessing
  • The relationship between the subject and evaluator (e.g., Manager, Peer, Direct Report, Other, etc).

If you have the same person evaluating multiple subjects they must be listed in the file for as many subjects as they are evaluating. For example: if John is evaluating Jim, Jane, and Jason, you should have 3 entries for John in the file – one for Jim, one for Jane and one for Jason.

Once you’ve filled out your file watch this video to learn how to upload your list and verify that your evaluator information is correct.

Directory

The directory is is a master list of all participants (subjects and evaluators) in any of the 360 assessments in your organization. You can upload users into the directory; however, even though they are uploaded they will not be assigned to any assessment.

You do have the option to upload users into the directory, and this will allow users to exist in your 360 system, but not be assigned to any assessment. These imports work similarly to subject and evaluator uploads. Click on “add people”, then “import”.  Our recommended best practice would be to export the example file and use that template for your directory upload. Again, this is only if you would like to upload subjects and managers to your system but not have them assigned to an assessment quite yet.


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