Participant Contact List

Initial Considerations
Participant contact lists can be used if you would like to add a list of potential participants and send mass survey invitations to that list. The contact list option is ideal when you plan to add a list of multiple emails all at once, versus adding records and including an email field in a demographic data form for individual participants recruited one-at-a-time.

The Process

1. To access the participant list, click on "Survey Distribution Tools" (circled in orange in image below), then select the "Participant List" tab (circled in green below).  
         
   
           
2. If a survey is the first instrument on your project, you can add participants by clicking on "Add participants".  
   1. (Optional) If the first instrument on your project is a survey, you can use the participant identifier. This is useful to specify who has responded to the survey.  Instructions how to use it are at Participant Identifier
      
      
3. After participants are added to the list, you can then email the survey(s).  To email the survey(s) to participants on the list, select the survey from the event box (circled in red in image above) and click on “Compose Survey Invitations”.  A box similar to the one below will pop up.  Here, select all the email addresses you would like to send the survey to (located on the right side of the box), select when the emails should be sent (located on the top left side of the box), if you would like reminders to be sent select that checkbox, select the email address you would like the email to be sent from, enter the Subject (located on the left side of the box), if you want edit the message in the compose box but be certain the [survey-link] and/or the [survey-url] are included.  Once everything is set, click "Send Emails" (located at the bottom right corner of the box) to send the survey.
   
        
   
   
   
4. The survey(s) have now been sent, if you want to view who they have been sent to, go back to the "Participant List".  It will mark the participants you sent the email by putting an envelope with a green check mark in the "Invitation Sent" column (circled in red below).  It also keeps track of which participants have responded by putting a green circle with check-mark in the responded column (circled in orange below).
         

Additional Considerations

• If participant identifiers are not enabled, you can add emails to the contact list of the 1st survey; however, only participants who complete the first survey will be added to subsequent contact lists for additional surveys
• If a survey is not the first instrument on a project, the "Add participants" is not available. 
• If an email field on a data collection form is designated as the participant email, then you'll see emails populate to the participant contact lists. More details on designated emails: Designating & Enabling a survey participant email field