Overview: This guide walks through how to upload new responses using a CSV file to create new response records and send assessment invitations in bulk. This option is used when issuing assessments to individual participants from the response list screen.
Note: You can include multiple assessments in a single file - just make sure each assessment name is correct.
On this page
Step 1: Navigate to the Response List screen
From the main menu, go to Responses. This is where the CSV templates are downloaded and uploaded.
Step 2: Download the New Responses CSV template
On the Response List screen, click CSV Template and select New Responses. A CSV file will download with predefined column headers.
Step 3: Complete the New Responses CSV file
Open the downloaded CSV file and enter one respondent per row. Only AssessmentName is required. Every other column is optional and may be left blank.
Most uploads only need a few columns: AssessmentName, FirstName, LastName, and Email (plus the OrganisationLevel columns if you already use Organizations). The remaining columns are there for less common needs such as address data, customer types, or integration IDs.
Rules:
- Do not rename, reorder, or remove the column headers.
- Enter the AssessmentName exactly as it appears in your site, including the version number (for example,
My Assessment 10.1). - If your file includes non-Western European characters (for example Chinese, Japanese, or Russian), save the file as CSV UTF-8 before uploading to prevent character corruption.
Required column
| Column | Description |
| AssessmentName | Must match the assessment name exactly as configured in your site, including the version number (for example, My Assessment 10.1). This is the only required column. You can include rows for more than one assessment in the same file. |
Optional columns
| Column | Description |
| The respondent's email address, where the Welcome and other emails are sent. If your assessment has a question with the Question Short Name "Email Address," that answer also populates this field. | |
| FirstName | The respondent's first name. |
| LastName | The respondent's last name. |
| BusinessName | The respondent's business name, if appropriate. If your assessment has a question with the Short Name "Business name," that answer populates this field. |
| CustomerTypeCode | The single-character code for the Customer Type, set in Site Settings > Features > Customer Types. It differentiates the emails, site text, and report the respondent receives. Leave blank if you do not use Customer Types. |
| GroupName | Group code, if applicable. |
| LaunchDate | Schedules when the Welcome and invitation emails are sent. Format yyyy-MM-dd HH:mm (date and time). It operates in your Tenant time and defaults to today at 00:00 if left blank. A future value holds the Welcome email in a Scheduled state and sends it automatically once that date and time is reached; a blank or past value sends immediately. |
| Address1 | The respondent's street address (line 1). It does not appear on the Response Settings screen, but it is stored on the response and can be shown in the feedback report using the merge string {Response.Address1}. |
| Address2 | The respondent's street address (line 2). Stored on the response and available in the report using {Response.Address2}. It does not appear on the Response Settings screen. |
| City | The respondent's city. Stored on the response and available in the report using {Response.City}. It does not appear on the Response Settings screen. |
| Postcode | The respondent's postcode or ZIP. Stored on the response and available in the report using {Response.Postcode}. It does not appear on the Response Settings screen. |
| Country | Not used. |
| Longitude | Not used. |
| Latitude | Not used. |
| AdvisorName | The advisor assigned to this response, if you use advisors. |
| IntegrationId | Not used. |
| CopyInAddress | A BCC address that receives a copy of the feedback report at the same time it is sent to the respondent (for example, an adviser). Can be defaulted from the assessment's Default BCC Email. |
| SuppressEmails | Set to 1 to stop the Welcome email from being sent for that row. Leave blank to send it normally. |
| OrganisationLevel1 | The top organization level for the response. Must match an existing organization. Leave blank if you do not use Organizations. |
| OrganisationLevel2 | The second organization level. Requires OrganisationLevel1 to be set. |
| OrganisationLevel3 | The third organization level. Requires OrganisationLevel2 to be set. |
| OrganisationLevel4 | The fourth organization level. Requires OrganisationLevel3 to be set. |
| OrganisationLevel5 | The fifth organization level. Requires OrganisationLevel4 to be set. |
| Assessor | The assessor name, if your assessment uses the Assessor functionality. |
| ReportPassword | A password applied to the respondent's PDF feedback report. |
| Role | The respondent's role name. Must match an Assessment Role. Used where the response forms part of a cohort. |
Tip: the template column order is AssessmentName, Email, BusinessName, FirstName, LastName, CustomerTypeCode, GroupName, LaunchDate, Address1, Address2, City, Postcode, Country, Longitude, Latitude, AdvisorName, IntegrationId, CopyInAddress, SuppressEmails, OrganisationLevel1-5, Assessor, ReportPassword, Role.
Step 4: Upload the New Responses CSV
Return to the Response List screen, click Upload, and select New Responses. Choose your completed CSV file and upload it.
Step 5: Validation and email sending
The system validates the file before processing. If errors are found, the upload will stop and an error file will be provided.
If validation succeeds, response records are created and any welcome or invitation email templates you have set up will send automatically, unless you have set the SuppressEmails column.
To schedule the welcome email for a future date and time instead of sending immediately, enter a value in the LaunchDate column when completing the template. When LaunchDate is in the future, the email is held in a Scheduled state and sent automatically once that date and time is reached.
Step 6: Confirm the upload
The Response List screen will now show your new responses
Common upload messages
After uploading, the system may display a message. If no message appears and you can see your new responses on the Response List screen, the upload was successful.
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