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Uploading Participant List to Question Pro

Purpose

PuttingTo upload participant contact information into Qualtrics Projects (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

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

Directions 
  1. Directions
    1. Open the Correct QP Project
    1. Go
      1. Log into Qualtrics Projects (QP)
    2. Navigate to the survey/interview ->or survey for the current project.
    Create a New Contact List
      Click Distribute ->in the top navigation bar. Click Lists. Select Add New List. Name the list using this format:
      [Year] [Project Name]
      In the Dropdown field, select Survey Specific. Click Create List. Download and Prepare the templateTemplate Excel.cvs
      sheetAfter creating the new list, click Download Template. CopyOpen the linksdownloaded CSV file. Replace the placeholder data with participant information from the project's Participant List to(Name, Email, and any other required fields). Save the downloadedupdated templatefile
      as a .csv (Comma-Separated Values) file. Ensure the column data matches to the header. (e.g., Last names are in the Last Name column) Upload the fileContacts
        Return to QP and locate the file upload field within your new contact list. Click Choose File and select your updated .csv file. Double-check that you’ve selected the correct file. Click Upload.

        Confirm Field Mapping
          Review that all variables and contact details (e.g., first name, email) align correctly. If fields are mismatched, use the dropdowns to correct them. When confirmed, click Save. Review Variables
            Navigate to the Variables tab under Edit in QP. Click into each Display Name field to verify it matches the column headers from the Participant List. Adjust names or labels as needed to keep consistency across projects.
            Notes

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

              Maintain consistent naming conventions across projects for easy tracking.

              If errors occur during upload, re-download the template to ensure proper CSV formatting (no merged cells or extra columns).

              Each new project requires its own QP contact list; do not reuse lists from previous projects unless specifically directed to do so.

              Resources

              Upload project contact list to Question Pro (Scribe)