Survey Platform - Quotas | Qualtrics

Quotas

Introduction

Quotas allow you to keep track of how many respondents meet a condition in your survey. You can also specify what will happen to your respondents once a Quota has been met, such as ending the survey prematurely or deleting the extra responses.

The purpose of a Quota is to make sure that you gather only the exact amount of data required for your study.

Example: You could use a Quota to keep track of how many males and females have taken your survey to make sure you have gathered a balanced sample.

Creating and Naming Quotas

  1. Click Tools in the Survey module and select Quotas.image09
  2. Click either Add A Quota or Add Quota.image05
  3. Click the New Quota text to rename your Quota.image38
Qtip: You have the option of creating Quota Groups to help organize your Quotas. To create a new group, click Add Group at the bottom left of the Quota section.
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Setting a Quota Limit

To ensure that you gather only the exact amount of data you require for your study, it is important to set a number limit for your Quota.

To set the Quota limit, all you need to do is click the current Quota limit and change it.

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In addition to setting the Quota limit, you can also adjust the current Quota count. The Quota count is the number that indicates how many respondents have taken your survey and met the conditions for the Quota.

Adjusting the count is useful in circumstances where the Quota was added after you already started collecting responses, or where the Quota was created before launching the survey, but it was set up incorrectly.

You might also use this option to reset your Quotas to zero before starting another round of your study.

To adjust the current Quota count

  1. Click Reset to bring the current Quota count back down to zero.image43
  2. If desired, click Set Count to specify the new current Quota count.image18

You can also automatically reset your Quotas after a certain amount of time. This can be useful if, for example, you need to collect a specific number of responses each month.

To schedule an automatic Quota reset

Qtip: Scheduled Quotas is an add-on feature not included in the standard Qualtrics license. Please contact your Qualtrics Account Executive for more information.
  1. Click on the dropdown arrow to the right of your Quota name and select Scheduled Quota.image35
  2. Select the frequency of the reset, the start date, and the number of months the automatic reset should end after.image07
  3. Click Save.
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Setting Quota Conditions

The next step in setting up a Quota is to specify conditions that must be true for a respondent to increment the Quota. Your Quota will be incremented when a respondent meets the condition(s) you have set and finishes the survey.

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In this example, only female respondents will increment the quota count.

This section will discuss setting conditions for basic Quotas. Your account might also include the option to create what is called a Cross Logic Quota. Refer to the Cross Logic Quotas section below for information on setting logic for this type of Quota.

To set Quota conditions

  1. Select whether you want to base your Quota off of answers to survey questions, Embedded Data, or other Quotas from the first dropdown menu. Then fill out the menus that follow with your specific criteria.image24
  2. If desired, click the green plus sign to the right of the condition to add another condition.image19
Qtip: Look familiar? The Quota logic editor is the exact same logic editor you’ll see when setting Display Logic, Branching, or any other conditions in your survey.

Specifying Quota Actions

A Quota action specifies what should happen to your respondents once your Quota has been met. The option to set a Quota action is found directly underneath your Quota conditions. The available actions are described below.

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End Current Survey

End Current Survey does exactly what its name tells you. If a respondent meets the conditions for a Quota and that Quota has already been filled, the respondent will immediately be directed out of the survey.

You can set a customized End of Survey experience for respondents who leave the survey because a Quota is full. For example, you could show a message that says something like, “Thanks for your willingness to participate. Unfortunately, we have already filled our target response limit.”

To specify your termination settings, click Customize next to End Current Survey. This menu gives you the same options  available in an End of Survey element.

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Although there are many termination settings available, there are two settings in particular that you may want to consider as you are using this Quota action:

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  • Do not increment quota counts: By default, a respondent who is terminated from the survey due to the Quota being full will still cause the Quota to increment. Check this box to prevent over-Quota respondents from incrementing Quota counts.
  • Do not record survey response: Selecting this option will prevent all over-Quota responses from being recorded in your data, potentially saving you from using up unwanted responses. For more information on screening out respondents, see our Screen-Out Management page.

Prevent All New Survey Sessions

Prevent All New Survey Sessions prohibits new respondents from entering the survey once the Quota is filled. You can select Show custom inactive survey message to adjust what message is shown to respondents trying to enter the survey.

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Do Not Display a Question

The Do Not Display a Question option allows you to hide a question once the Quota has been filled. You can hide this question for all respondents or check the box to only hide it for those that meet the Quota condition.

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Qtip: For more advanced question display options, such as hiding multiple questions or adding multiple conditions for a question to be shown, consider setting your Quota action to None and hiding your questions using Display Logic.

Do Not Display a Block

Do Not Display a Block allows you to hide a question block once the Quota has been filled. You can hide this block for all respondents or check the box to only hide it for those that meet the Quota condition.

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Qtip: For more advanced block display options, such as hiding multiple blocks or adding multiple conditions for a block to be shown, consider setting your Quota action to None and hiding your block using Branch Logic.

Trigger Web Service

Trigger Web Service causes the survey to access a Web Service URL as soon as the Quota has been filled. For more information on Web Services, visit our Web Services page.

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None

If None is selected, no preset action will occur when the Quota is filled. This option is designed to let you use Branch Logic or Display Logic to create your own actions once the Quota is filled.

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The most common use for this setting is in a situation where you need to mimic the behavior of the End Current Survey or Prevent All New Survey Sessions actions but would also like to record Embedded Data in the response.

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We are screening out respondents who meet our demographics conditions once the Quota has been filled. Normally, End Current Survey would meet this need, but in this case we want to record Embedded Data about the response.

Using Quotas in Other Parts of Qualtrics

In addition to specifying what happens to respondents in the Quotas window, you can also use Quotas in other contexts.

  • As a condition in your Branch Logic.
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    If the demographics quota has been met and the respondent qualifies for that quota, then end the survey for that respondent and tag the response with a special Embedded Data field.
  • As a condition in your Display Logic.
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    Using our Quota as a condition in Display Logic, we can specify that our reward coupons only display to respondents if the Quota has not been filled.
  • As a way to show a current Quota count to your respondents via Piped Text.
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    The Total Visitors Quota count is serving as our respondent counter. This number will be displayed to the respondent so they know how many other visitors the survey has had.

Using Advanced Quota Options

Some accounts include the following advanced Quota options:

Qtip: Advanced Quota features may not be available for your account. Contact your Qualtrics Administrator for more information.

Setting Conditions in Cross Logic Quotas

Unlike a Simple Logic Quota, a Cross Logic Quota uses percentages to define how respondents are distributed in your Quota. This Quota type is ideal when you have multiple groups of conditions.

For example, if you wanted to create Quotas that would keep track of males and females, 6 age brackets, and 7 marital statuses, Simple Logic Quotas would need 84 separate Quotas to track these groups. With Cross Logic Quotas, we can condense all of these into one comprehensive Quota, as shown in the following screenshot.

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With Cross Logic Quotas, you simply specify which percentage of respondents should match each criteria, and then Qualtrics will do the heavy lifting of figuring out how many respondents are needed for each combination of conditions.

Qtip: Advanced Quota features may not be available for your account. Contact your Qualtrics Administrator for more information.

To create a Cross Logic Quota

  1. Create a new quota and select Cross Logic Quota.image15
  2. Create a set of conditions for your Quota (to add conditions, click the plus sign to the right of each condition).
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    Let’s start off with adding two conditions in our first set: Male and Female.
  3. Set the percentages to reflect how you would like the respondents to be distributed.
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    In this case, 50% of the total respondents for this Quota will end up being male and 50% will be female.
  4. Select Add Logic Set to create another set of conditions.image16
  5. Use Logic Sets to create groups of conditions that are mutually exclusive from other groups of conditions.
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    We’ve added another set focusing just on age groupings. In keeping with our earlier example, we would also want to create another set of conditions for just marital statuses.
  6. Add as many conditions and logic sets as you need for your survey.

At the bottom of your logic is a distribution table showing how many respondents each combination of conditions gives you, based on the total Quota limit and the percentages set above.

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Setting Up Multiple Match Handling

Sometimes your respondents may meet the conditions for multiple Quotas. By default, a respondent will increase the count for all of the Quotas they meet the conditions for. Multiple Match Handling can adjust how Qualtrics handles these multiple-match respondents.

Qtip: Advanced Quota features may not be available for your account. Contact your Qualtrics Administrator for more information.

To change how multiple matches are handled

  1. Click the dropdown arrow to the right of the Quota group on the main Quota window.image10
  2. Select Multiple Match Handling.image00
  3. Select how you would like the system to handle respondents who meet the conditions for multiple Quotas.image23
  4. Click out of the menu to exit and select Save to finish.image12

Creating a Public Quota Dashboard

There may be a situation where other individuals need access to the live Quota counts. You can use the Public Quota Dashboard to create a webpage for outside viewers to reference that shows the current Quota counts.

Qtip: Advanced Quota features may not be available for your account. Contact your Qualtrics Administrator for more information.

To create a Public Quota Dashboard

  1. Click the dropdown arrow to the right of the Quota group on the main Quota window.image10
  2. Select Public Quota Dashboard.image08
  3. Click Save located at the bottom-right of the Quotas window.image12

To access Public Quota Dashboard

  1. Go to the Quotas window from the Tools menu.image09
  2. Select Click here to access Public Quota Dashboard.image27
  3. Copy the URL in the new browser tab that opens and send it to others so they can access this dashboard.

Troubleshooting Quotas

We’ve designed this section for those who have read the material covered in this page and are still having issues with their Quotas. Even though Quotas can seem complicated, most problems can be diagnosed by checking a few basic things.

  • Make sure that the current Quota count and limit are set to the correct number.
  • Check that the conditions are set up to record the correct respondents.
  • Check the settings in your Quota actions.
  • Review Branch Logic and Display Logic that uses your Quotas as a condition.

Common Questions

  • What do I need to do to make sure that only people who finish my survey make the count go up?
    • Qualtrics will only increment the Quota count if a respondent completes the survey. You do not have to add anything extra in order to capture only respondents who finish your survey.
  • Why is my Quota count still going up even though my Quota has been filled?
    • If you are dealing with a situation where you are gathering a large number of responses in a short amount of time, it is normal for your Quota to go over by a few responses. In cases where the Quota goes over by a large amount and continues to increment, try checking the settings of the End Current Survey Quota action. Click Customize and make sure Do not increment quota counts is selected.
  • I am working with an outside sample provider and they gave me an “over-Quota” link. What do I do with it?
    • Many third-party sample providers will provide you with an “over-Quota” link. This link enables the company you are working with to know which respondents met the conditions for your survey but were over the Quota limit.You can use this link as part of the End Current Survey Quota action. After selecting End Current Survey, click Customize. In the window that appears, choose Redirect to a URL and insert the link into the space provided.image03Keep in mind that most companies will require you to customize the link they have sent you so that it captures and sends some kind of participant identifier.
      Qtip: To learn more about the process of formatting an over-Quota link correctly, visit our Panel Company Integration page.
  • I used my Quota as a condition in Branch Logic, but instead of kicking out just the respondents who meet the conditions, it is kicking all of my respondents out. What is going on?
    • Many times this problem is caused by a branch that looks like this:image40You will notice that in this logic, once the Quota is filled, we end the survey for everyone who gets to this branch. If we want to only end the survey for respondents who meet the conditions of the filled Quota, we would need to add additional conditions into our Branch Logic. The revised logic would look something like this:image01Keep in mind that this setup is only necessary if you need to record Embedded Data before redirecting your respondents out of the survey. If you do not need to record this information, an easier way to meet your needs would be by using the End Current Survey Quota action.
  • I am creating many Quotas that have similar logic conditions. Is there any way to speed up this process?
    • If you select the drop-down arrow to the right of any Quota, a menu will appear that will allow you to make a duplicate of that Quota. You can then make the necessary condition changes on the copy of the Quota.
  • I have filtered my results and they say that I have 45 people who meet my condition, but my Quota says I have 50. Why is there a discrepancy?
    • There may be times when there is a discrepancy between the Quota count and the actual number of responses in your data that meet the same conditions as the Quota. Usually this means that responses that incremented your Quota have been deleted from your dataset. Survey Previews, Survey Tests, and normal responses all increment the Quota count. If you delete any of these responses, by default the system will not decrement (or decrease) your Quota. As a result, the more responses you delete, the more out of sync your data will become.You do however have the option to decrement your Quota when you delete a response. To do this, select Decrement all Quotas associated with deleted responses when confirming deletion of your responses. Doing this will help your Quota count remain accurate.

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