Uploading Participant List to Question Pro

Purpose

To upload participant contact information into QuestionPro (QP) for the distribution of interviews or surveys.
This ensures each project’s outreach list is properly formatted, labeled, and ready for sending invitations.

Responsible Party

Research Associate, Data Analyst 

Interdependencies

An interview and/or survey has been created, and we have all the necessary data in the Participant list (e.g., name, email, department, working location, etc.) 

Directions 

1. Open the Correct Survey

• Log into QuestionPro.

• Navigate to the survey for your current project

2. Create a New Contact List

• Click Distribute from the top navigation.

• Select Email Lists in the left panel.

• Click Create New List.

• Name the list using the standard format:
  [Year] [Project Name]

• Choose Survey Specific as the list type.

• Click Create List.

3. Download and Prepare the Template

• Inside your new list, click Download Sample File.

• Open the CSV template. It will show sample columns like First Name, Last Name, and Email.

• Replace this placeholder data with the actual participant information from your Participant List (Name, Email, etc.).

• To include demographics or other variables (e.g., Department, Work Location, Tenure, Role Level), add new columns for each demographic field you plan to use.

  • Example additional columns: Department, Work_Location, Age_Group, Tenure_Years.

• Save the file as a .csv format.

4. Upload the Contacts

• Return to QuestionPro and open your new contact list.

• Click Import Contacts or Choose File.

• Select your prepared .csv file.

• Confirm you’ve selected the correct file for this project.

• Click Upload.

5. Confirm Field Mapping

• QuestionPro will display a field-mapping screen that shows how each column in your CSV file corresponds to fields in the contact list.

• Verify that all required fields (e.g., Email, First Name) have mapped correctly.

• Make sure any new demographic columns appear as Custom Variables (Custom1, Custom2, etc.).

  • For example, map Department to Custom1, Work_Location to Custom2, and so on.

Adjust mappings using the dropdown menus if needed.

• Click Save or Finish Import when everything is correct.

6. Review and Label Custom Variables

• Go to the Email Lists section and select your new list.

• Open the Custom Variables tab.

• Rename each variable to match your data (for example, change Custom1 → Department, Custom2 → Work_Location).

• Save your changes for clarity in future reporting and filtering.

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Notes

• Always confirm that the correct list (interview or survey) is selected before uploading.

• Maintain consistent variable names (Department, Work_Location, etc.) across projects.

• If upload errors occur, re-download the QuestionPro template and reformat your CSV to ensure clean, unmerged columns.

• Each new project requires its own contact list; do not reuse lists unless explicitly directed.

• When sending surveys, you can reference custom variables (e.g., Department) for display logic or personalized messaging.

Resources

Upload project contact list to Question Pro (Scribe)