Importing of respondents

Profile questionnaire

• First step when importing respondents into Echonity is to set up a Profile questionnaire inside a User attributes tab
  • Profile questionnaire helps to gain relevant information about respondents such as gender, age, number of children, etc. You can then use the questions to create various target groups and segments of respondents.

• There are two approaches when setting it up:
  • 1) Setting up prior importing respondents which will enable you to fill in non-public information about them that will not be visible to respondents themselves. You will put this information to an importing template (see below).
  • 2) Letting respondents to fill it out when signing into Echonity that will let the respodents to fill in the profile questionnaire to give information about themselves. The information will be visible in their profile.

View of Profile questionnaire within User Attributes

• The second step is to actually create the questionnaire by adding questions to it.
  • You can add pre-defined options respondents will choose from (for single/multiple choice questions).

• After typing a question, you can also choose what type of an answer you want to get:
  • text answer
  • selecting one option from the list
  • multiple choice
  • numeric answer
  • date

• Select who will be able to see the question and respondent’s answer on their profile. Questions which won’t be visible to respondents are needed to be filled in by the moderator (manually or via import).
• Tick the box (Add option "Unselected") if you want to add no answer option for respondents.

Import

• Select "Users" in the bar menu on the left.
• Then select "Import users" in the top bar.

• Next step is to download the template for import.

• An excel file will download with the template. In the last few columns of the table, you will find your questions from the profile questionnaire. You can fill them out in case you chose the approach with pre-filling the information about respondents or you made some of the questions not visible to the respondents.
• The first row of the table contains basic information, the second is there with notes to help you.

• After you upload the template, Echonity will notify you, whether the process was successful.
• Even if the process was successful and respondents were imported, a mistake might occur (e.g. missing information in the template). You will be notified about such mistakes by Echonity as well.
• If the import was successful, click on "Users". You will see profiles of your respondents there (see the picture below).

Alternative import

• Another way how to add new users into Echonity is through the button “Add user” which you can find in the Users overview.

• First choose who you want to add (Moderator, Client, Respondent), then click on “Create".

• Disadvantage of this way is that you can add only basic information about the user (e.g., in case there are some profile questions not visible to respondents, you’ll have to fill in the info manually in respondents’ profile).

Sending an invitation

• Once you have imported respondents in Echonity, you need to send them an invitation so they can sign in and participate in the project.
• In the menu on the left (under Administrator) click on the "E-mails" tab and then click on "Send email" option

• Select the type of the email you want to send. There are three templates for different occasions to which you have to attach your own message.

• In the "Invitation to the project" mail you can find a link for entering Echonity (button "Confirm invitation"), which will open a site for login.
• In other types of email you can find two links:
  • Link for one-time login – after opening this link, respondent will be able to set up a password for the Echonity platform.
  • Link for entering Echonity – after setting a password, respondent can enter the Echonity platform through this link.

Reminders

• In case you need to urge respondents who did not log into Echonity, you can use reminders.
• What respondents see first after login, is a profile questionnaire. If they don’t fill it in, they cannot join any discussion. You can recognize respondents who did not log into Echonity by checking their profiles. If they do not have a nickname and other data filled in, they did not log in. (overview of respondents on the page or Excel User Activities by clicking on Export XLS).

• When downloading an Excel table User Activities, do not forget to filter only respondents. Clients do not have nicknames.
• You can send the reminders by two ways:
  • Message from Echonity – you can send e-mail from Echonity through option „Send email“ and choose the reminder template (see above).
  • Send e-mail from your email address – by this way you will avoid a possibility that your invitation will end up in spam. You can find respondents e-mails in the Excel table User Activities (where you can filter who did not login).