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Uploading Participant List to Question Pro

Purpose

To upload participant contact information into Qualtrics ProjectsQuestionPro (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. Directions

    1. Open the Correct QPSurvey

    Project

        1. Log into QualtricsQuestionPro.

          Projects (QP)

        2. Navigate to the interview or survey for theyour current project.

        project

    2. 2.

  2. Create a New Contact List

      • Click Distribute Distribute infrom the top navigationnavigation.

        bar.

      • Select Email Lists in the left panel.

      • Click Lists.

      • Select AddCreate New List.

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

      • In the Dropdown field, select

        Choose Survey Specific. as the list type.

      • Click  Create List.

  3. 3. Download and Prepare the Template

      • After creating

        Inside theyour new list, click Download Template.Sample File.

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

      • Replace thethis placeholder data with the actual participant information from theyour project's Participant List (Name, Email, andetc.).

        any

      • To include demographics or other requiredvariables fields)(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 updated file as a .csv (Comma-Separated Values) file.

    format.

  4. 4. Upload the Contacts

      • Return to QPQuestionPro and locate the file upload field withinopen your new contact list.

      • Click Import Contacts or Choose File.

        and
        • select

      • Select your updatedprepared .csv file.

      • Double-check that

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

      • Click Upload.

  5. 5. Confirm Field Mapping

      • Review

        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 variablesrequired and contact detailsfields (e.g., firstEmail, name,First email)Name) alignhave mapped correctly.

      • If fields

        Make aresure mismatched,any usenew 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 dropdownsdropdown tomenus correctif them.needed.

      • When confirmed, click

        Click Save.

        •  
    or Finish Import when everything is correct.

  6. 6. Review and Label Custom Variables

      • Navigate

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

      • Open the Custom Variables tabtab.

        under
        • Edit

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

      • Save your changes for clarity in QP.

        • future
      • Clickreporting intoand 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.
    filtering.

Notes

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

  • Maintain consistent namingvariable conventionsnames (Department, Work_Location, etc.) across projects for easy tracking.projects.

  • If upload errors occur during upload,occur, re-download the QuestionPro template and reformat your CSV to ensure properclean, CSVunmerged formatting (no merged cells or extra columns).columns.

  • Each new project requires its own QP contact list; do not reuse lists from previous projects unless specificallyexplicitly directeddirected.

    to
    • do
  • so.

    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)

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