8. Invite and Edit Participants Without Using an Organization

Important! This article only applies if you are not using an Organization. If you are using an Organization, please follow these guides instead:

• Create Your Organization
• Edit and Update Your Organization and Data File

Note: The Organization feature is included in paid subscriptions. GAIS recommends using an Organization as it makes it much easier to keep track of your data and metrics.

You can choose between two different ways to invite and edit participants if you are not using the GAIS Organization feature. The process for creating filters depends on the method you choose:

• 1a. Invite via Data File
• 1b. Edit via Data File
• 2a. Invite via Manual Entry
• 2b. Edit via Manual Entry

1a. Invite Participants via Data File

If you need to invite many participants to your survey and have not created a GAIS Organization, we recommend inviting them by uploading a data file. A data file is a list that includes everyone you want to invite to participate in the GAIS survey.

Create Your Data File

Your data file must contain at a minimum:

1. Column headers in the top row.
2. The columns Name and Email, so GAIS knows who the participants are and can send out invitations.

The more information the data file contains, the greater your ability to filter the data afterward. 

It's very important to be thorough with the data file, as it is the foundation for your subsequent options to filter and work with your data. 

Learn more about a good data file.

Upload Your Data File

Once you have created the data file, you upload it to the platform by clicking on Use data file. You will then be notified that your data file has been imported.

Link Filters

In the final report, you can filter the responses based on the filters you have activated.

Mandatory Filters: This is data that GAIS always collects. Here, you must choose whether GAIS should ask each participant, whether the data should be pulled from your data file, or a combination. If you are pulling data from the file, you must select which column in the data file the information should be retrieved from.

Other Filters: This is data that you choose to add yourself. The various filters correspond to the columns you have in your data file. For each filter, you must choose whether to apply the filter and whether the data should be pulled from your data file.

Approval: Finally, you will see an overview of your participants and filters. If you have any changes, you can still edit by clicking the pencil icon next to a column. If you are satisfied, you approve.

1b. Edit participants via data file

Log in to GAIS and select Surveys in the top menu bar.

Put the survey in editing mode

Select the survey in which you want to edit participants, and click Edit.

Upload new data file

Upload a new file with the changes you want to make. This may include adding or deleting participants. Remember to complete all fields in the data file for the new participants.

Note: A new data file will overwrite the old one. Be aware that if you upload a new data file with the new participants, it will replace the existing data file.

Send invitations to new participants

Once this is done, click Review and send new invitations — this means you will not be sending invitations to participants who have already received them, only to the new ones you just added.

Edit filters manually

It is possible, after a survey has started, to manually change the filters for participants who were invited via data file.

Select the pencil icon next to the participant whose filters you want to edit.

You can now make changes to the participant’s filters. 

2a. Invite participants via manual entry

If you choose manual entry, you enter the email address and name of each person who should participate. Enter them one at a time and click Add each time.

2b. Edit via manual entry

If you want to manually add new participants or delete old ones, you can do that as well. Enter the email address and name of new participants, and remove outdated participants by clicking the trash can icon next to each one.

Send invitations to new participants

Once this is done, click Review and send new invitations — this means you will not be sending invitations to participants who have already received them, only to the new ones you just added.