2. Edit and update your Organization

Why Update Your Organization?

Once your organisation is set up on the GAIS platform, it is important to keep the data file updated.  

For example, you should make changes when there are new departments, job titles, seniority levels, or when employees join or leave.

We recommend making all updates before the survey begins, but some updates can be made while the survey is in progress. Read the guide on how to update your data file.

Please note that Organization is part of our paid subscriptions.

How to update your organization

• Click the "Organization" tab at the top navigation bar
  Here, you'll find an overview of your organization – including employees, teams, departments, managers, etc.

• Download the existing data file
  You can download your current organization data file here.

• Save a date-stamped copy of the data file
  It's important to keep track of the different versions of your data file. Make it a habit to create a copy of the file whenever you need to make changes, and name it with the current date.
  
  
• Edit the data file
  Add new employees, update titles, or delete former employees. Remember to fill in all fields for any new participants. Checklist for a good data file.  
  
  
• Upload the updated file
  Click "Update organization" and upload the new file. The system will automatically recognize the column setup, as long as no new columns have been added – just double-check that everything looks correct. 
  
  

Once you have uploaded the data file, you will get an overview of the changes you have made compared to the most recent file.

Now you have to review the various organizational settings again. See the guide on creating an organization.

Updating the organization while a measurement is in progress

Although we recommend making all organizational changes before a survey begins, it is possible to update the Organization even while one is running. The changes will take effect immediately.

Note: It is only possible to make changes for participants who have NOT yet completed the survey. Once a response has been submitted, it is locked, and no further changes can be made.

Changes that can be made while the survey is in progress: 

✅ New employees can be invited. 

✅ Former employees can be deleted from the participant list, provided you are sure they have NOT completed the survey. 

✅ Updated information for individual participants, as long as they have NOT completed the survey.

Changes you should NOT make while the survey is in progress: 

❌ Changes to column names—this will cause problems throughout the entire survey. 

❌ Changes to intervals, such as age or seniority.

Once you have uploaded the data file, you will get an overview of the changes you have made compared to the most recent file.

Now you have to review the various organizational settings again. See the guide on creating an organization.

Note: The corrections made to the data file are now also available in the ongoing survey. You just need to remember to send the invitation to the new participants.