Before setting up an invitation-based engagement, make sure the following is ready.
A participant list in CSV format
The participant list must be saved as a .csv file. Each row represents one participant. Participants can be reached by email, by access code, or both — include whichever columns apply.
Required fields
Every row in the file must include all three of the following:
- First name
- Last name
- Email address or access code (or both) — see Participant access options below
Note: A row missing a first name, last name, or both an email address and access code will be flagged as an error during upload.
Participant access options
For each participant, the list can include:
- Email address: The participant receives a unique personal link in their inbox. Best for participants who have a work or school email account.
- Access code: The participant enters a code on the survey access page rather than using an email link. Best for participants without an email address, such as students or part-time staff.
- Both: A participant can have both an email address and an access code. They can use whichever method they prefer to access the survey.
Optional fields (recommended)
- Demographic columns such as school name, role, grade band, department, or tenure. Column headers become the demographic labels in results. Participants will not be asked to self-report this information — it travels automatically with each response.
File requirements
- File type: .csv only
- One participant per row
- No duplicate access codes or email addresses
- No blank rows between entries
- Column headers in the first row
- No special characters (e.g. #, /, @) in column headers
What not to include
- Personally identifiable information beyond name, email, or access code (e.g. social security numbers)
- Individual student records or IEPs
- Any data the organization's privacy policy does not permit sharing with a third-party platform
Note: If there is any uncertainty about whether a file meets data privacy requirements, check with a ThoughtExchange representative before uploading.