Insight Platform - Contact List Creation | Qualtrics

Creating a Contact List

Introduction

Qualtrics has two main options for building a contact list:

  • Add contacts manually by typing them out within Qualtrics.
  • Import contacts from a CSV file.

Once you’ve built your contact list, you can use it to easily distribute surveys and more.

Qtip: Contact lists can also be called “panels” and are the same thing.

Creating a New Contact List

  1. Go to the Contacts section and click Create Contact List.image10
  2. Name your contact list and assign your contact list to a folder (if no folder is assigned, your list will be placed in the default “Uncategorized” folder).image04
  3. Choose how you would like to import your contacts: upload a list from a CSV file or add contacts manually.image07

Adding Contacts Manually

  1. Navigate to the Import Contacts window by following the steps for Creating a new Contact List.
  2. Fill in the Email, First Name, and Last Name for your contacts. Optionally add extra information in the External Data Reference and Language columns.image11
  3. If desired, add custom Embedded Data fields by clicking the green plus sign (click the field name to edit it). Then click the green Import Contacts button.image06

Importing Contacts from a CSV File

  1. Create a spreadsheet in Excel or another spreadsheet program.
  2. Add a column titled Email.
  3. Add other desired columns (FirstName, LastName, Language, custom Embedded Data fields, etc.). Note that order of columns doesn’t matter.
    Qtip: Check out an example CSV contact list by clicking on the blue Example Document link.2015-06-27_15-43-09
  4. Add contacts to your spreadsheet, with one row for each contact (each contact must have an entry in the Email column, though other columns may have blank cells).image08
  5. Save the file as a CSV (Comma Separated Values). Note that the maximum file size for a contact list upload is 100 MB.
  6. Navigate to the Import Contacts window by following the steps for Creating a new Contact List.
  7. Drag and drop your saved CSV into the menu or click Browse and select your file.image09
  8. Review the Verify Fields preview of your contact list. If a field has not been properly recognized, click on the field name to view a dropdown of options and select the correct field.  Click the green Add Contacts button.image02

    Qtip: If the data is not formatted correctly in the preview (e.g., bunched up instead of divided into columns), your data may not be separating (or “delimiting”) correctly. To fix, select the blue Show Options link and choose a different Delimiter and/or Enclosure.

    image12

  9. Click Import Contacts.image05
Qtip: Excel interprets non-ASCII characters (e.g., 是 or ñ) in a unique fashion that makes them difficult for Qualtrics to upload. If you are importing names with special characters, you might need to save your contact list info to a text-editor application (e.g., Text-edit for Mac, Notepad for PC) before you upload the file into Qualtrics.

Contact Fields

There are five default Contact fields.

  • Email: The contact’s email address.
  • First Name: The contact’s first name.
  • Last Name: The contact’s last name.
  • External Data Reference: Extra information about the contact. This is most often used to store data such as an employee or student ID.
  • Language: The language the user should see the survey in. This field has a pre-defined set of Language Codes. EN, for example, refers to English, while FR refers to French.

In addition to these five, you can add as many custom Embedded Data fields as necessary for your work. Possible custom fields include gender, state, country, occupation, position, supervisor, etc.

Custom Embedded Data fields in your contact list will be attached to the responses of your contacts. To include these fields in your reports and downloaded data, you must navigate to the Survey Flow and add Embedded Data elements for those fields.

Warning: If you delete your contact list after collecting responses, the Embedded Data will also be deleted and will thus no longer be attached to the responses from the contacts.